Estates and Facilities Project Administrator

The Bedford College Group; Bedford, Kettering; On-site; GBP 28,000 - 33,000; Full time

Benefits offered by this job

27 days annual leave

Pension

Retail and Leisure Discounts

Job summary

The Bedford College Group is seeking an Estates and Facilities Project Administrator to join our Estates and Facilities team across Bedfordshire and Northamptonshire campuses. The role involves utilities administration, project and contract support, fleet management, and data reporting to help keep campuses safe and compliant.

You will coordinate meetings, manage invoices and purchase orders, maintain databases, and contribute to safeguarding, equality, diversity and inclusion initiatives.

Qualifications

• Educated to Level 3 with strong IT skills in Word, Excel and PowerPoint.
• Experience using business systems and databases.
• Ability to learn and use new technologies effectively.

Responsibilities

• Utilities administration across the Group including energy monitoring and invoice reconciliation.
• Provide project, contract and financial administration support and manage documentation.
• Coordinate meetings, action tracking and processing of purchase orders and invoices.
• Support training, vehicle fleet management and licences renewal processes.
• Maintain accurate databases and prepare agendas, minutes and reports.
• Promote safeguarding, equality, diversity and inclusion, health and safety.

Skills

MS Word

MS Excel

PowerPoint

Business systems

Administrative skills

Customer service

Education

Level 3 qualification

Tools

Databases

Other business systems

Job description

Role: Estates and Facilities Project Administrator

Location: Tresham College – Kettering Campus OR Bedford College – Cauldwell Street Campus

Salary/Benefits: Salary is between £27,717 and £32,515 per annum DOE and Qualifications, 27 days annual leave plus Bank holidays, People’s Pension, Retail and Leisure Discounts, excellent professional and personal development opportunities, accessing college courses.

Hours/Weeks: 37 hours per week – 52 weeks per year

Contract Type: Permanent – Full Time

This is a UK based contract, and you are required to have the Right to Work in the UK. Unfortunately, we’re unable to offer sponsorship and any offer of employment will be subject to evidence of your Right to Work in the UK.

About The Role

We are currently seeking an Estates and Facilities Project Administrator to join our Estates and Facilities department at The Bedford College Group.

• Utilities, Compliance & Estates Operations - Manage utilities administration across the Group, including energy monitoring, invoice reconciliation, meter readings, carbon reporting, insurance compliance records, statutory inspections, and support for maintaining regulatory and operational compliance.
• Project, Contract & Financial Administration - Provide project and contract administration support, maintain project documentation and reports, coordinate meetings and action tracking, process purchase orders and invoices, manage contractor records, and monitor project progress against agreed milestones.
• Training, Fleet & Licence Management - Coordinate Estates & Facilities training programmes, support vehicle fleet administration and renewals, manage minibus bookings and permits, and oversee the renewal and maintenance of communication and media licences such as Ofcom and TV licences.
• Data Management, Reporting & Administrative Support - Maintain accurate databases, records and filing systems, prepare agendas, minutes and reports, manage schedules and appointments, monitor contractor compliance documentation, and support departmental systems, rotas and operational processes.
• Professional Standards, Safety & Collaboration - Act as a key administrative contact across Estates & Facilities, support first aid and fire warden responsibilities, work collaboratively with internal and external stakeholders, and promote safeguarding, equality, diversity and inclusion, health and safety, and continuous professional development.

For a more detailed breakdown of the job role and the requirements, please see the Job Description attached to this vacancy.

About You

• Qualifications, Administration & Technical Skills - Educated to at least Level 3, with strong IT proficiency in Microsoft Word, Excel and PowerPoint, experience using business systems and databases, and the confidence to learn and use new technologies effectively.
• Administrative & Customer Service Experience - Proven experience in a busy customer-facing or departmental administration role, delivering high standards of support, working within established procedures, and consistently demonstrating strong performance.
• Communication, Organisation & Problem Solving - Excellent verbal and written communication skills, highly effective organisational and time-management abilities, strong attention to detail, and proven experience in note-taking, minute-taking and resolving issues efficiently.
• Professionalism, Reliability & Adaptability - Demonstrates integrity, confidentiality, a strong work ethic, reliability and punctuality, with the ability to work independently, manage pressure, multitask, and adapt to changing priorities and responsibilities.
• Flexibility & Mobility - Holds a full clean driving licence, has access to a vehicle, and is willing to travel and work across Bedfordshire and Northamptonshire campuses as required.

Interviews to be held: 07 October 2026 - Please note that interviews will be held at our Bedford Campus, but the role could be based in either Bedford on Kettering depending on the successful candidate.

Successful candidates must also be able to demonstrate alignment to our organisational VISION values:

• Valuing Teamwork - We are one team who by working together can achieve great things, respecting the opinion and valuing the contribution each of us makes.
• Improving Continuously - We challenge ourselves to always do better by trying new things, sharing knowledge, reflecting on practice and learning from others.
• Student Centred - At our heart is always doing what is best for our students. We consider students in all of our decision making to create positive outcomes and memorable experiences for every student.
• Inclusive - We celebrate differences and diversity, recognising that we can learn from each other.
• Open and Caring - We care about the wellbeing of our staff, our students, our community and wider society, creating an environment built on trust where we listen, engage with and support each other.
• Nurturing Education Excellence - We promote educational excellence by delivering programmes that challenge our students to achieve their ambitions.

About The Bedford College Group

The Bedford College Group was formed in 2017 following the merger of Bedford College and Tresham College and is now the largest provider of education in the South East Midlands, with over 15,000 students passing through our doors each year.

Today, the Group is made up of a family of colleges across Bedfordshire and Northamptonshire:Bedford College, Central Bedfordshire College andTreshamCollegein the towns of Bedford, Dunstable, Leighton Buzzard, Corby, Kettering and Wellingborough;ShuttleworthCollege,a specialist land-based college; The Bedford Sixth Form, (the only dedicated sixth form in Bedford); The Corby Sixth Form, (opened in September 2023); and the National College for MotorsportalongsideSilverstonerace circuit.

To widen accessibility to education and training, the Group also has community-based Learning Centres in Bedford, Corby and Kelling which offer IT training.

Safeguarding our Students

The Bedford College Group is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The successful candidate will be subject to thorough vetting process which includes, an enhanced DBS check and satisfactory references.

This post is exempt from the Rehabilitation of Offenders Act 1974. The Rehabilitation of Offenders Act 1974 and the Exceptions Order 1975, provides information about which convictions must be declared during job applications and related exceptions and further information about filtering offences can be found in the DBS filtering guide. The Bedford College Group's policy on Employment of Ex-Offenders is attached to this vacancy.

Candidates who are barred from working with children are reminded it is a criminal offence to apply for this post.