Estates & Facilities Administrator

Queen Alexandra College; Birmingham; On-site; GBP 21,000 - 22,000; Part time

Benefits offered by this job

On-site car parking

Cycle to Work Scheme

Education Support Helpline

Job summary

Queen Alexandra College is seeking an Estates & Facilities Administrator to provide high-quality administrative and compliance support within the Estates and Facilities Department in Harborne, Birmingham. The role covers maintenance coordination, record-keeping, and GDPR-compliant administration to ensure safe, compliant services across the charity.

With 30 hours per week and a permanent/part-time contract, the role offers pro-rated salary and opportunities to contribute to health and safety

Qualifications

• GCSE English and Maths (or equivalent)
• Business Admin qualification or equivalent experience
• Excellent administrative and organisational skills
• Strong IT skills including Word, Excel, Outlook and Teams
• Ability to maintain accurate records and databases
• Strong attention to detail and accuracy
• Ability to prioritise workload and meet deadlines
• Good written and verbal communication skills
• Ability to work independently and as part of a team
• Experience maintaining confidential records and documentation
• Experience producing reports and monitoring information
• Commitment to ongoing training and development

Responsibilities

• Process and administer maintenance requests and work orders.
• Update departmental databases, records and filing systems.
• Raise purchase orders and support the processing of invoices.
• Respond to enquiries from staff, contractors and visitors in a professional manner.
• Support department projects through administrative assistance and document control.
• Arrange meetings and prepare agendas, minutes and documentation.
• Assist with preparing departmental reports and performance information.
• Maintain contractor records and approved supplier information.
• Chase contractors for outstanding reports and documentation.

Skills

Administrative

IT skills

Record keeping

Attention to detail

Communication

GDPR familiarity

Teamwork

Education

GCSE English/Maths

Business Admin Level 2+

Tools

Microsoft Word

Excel

Outlook

Teams

Job description

Estates & Facilities Administrator

Application Deadline: 1 September 2026

Department: Estates

Employment Type: Part Time

Location: Harborne, Birmingham, UK

Reporting To: Facilities Manager

Compensation: £25,531 - £26,843 / year

Description

Salary Pro-ratad for 30 hrs : £20,701.20 - £21,762 per annum actual salary

Hours Per Week: 30 Hours

Weeks per year: 52 Weeks

Contract: Permanent / Part Time

Job Purpose

To provide high-quality administrative and compliance support to the Estates and Facilities Department, maintaining accurate records, coordinating maintenance and contractor activities, and supporting statutory compliance and health and safety processes. The role plays a key part in ensuring that Estates systems, documentation and performance information are effectively managed, enabling the department to deliver safe, compliant and efficient services across the charity.

Key Responsibilities & Safeguarding

Facilities Administration

• Process and administer maintenance requests and work orders.
• Update departmental databases, records and filing systems.
• Raise purchase orders and support the processing of invoices.
• Respond to enquiries from staff, contractors and visitors in a professional and timely manner.
• Support department projects through general administrative assistance and document control.
• Arrange meetings and prepare agendas, minutes and associated documentation.
• Assist with the preparation of departmental reports and performance information.

Maintenance and Compliance Records

• Maintain records relating to servicing, inspections and maintenance activities.
• Log service reports, certification and compliance documentation onto departmental systems.
• Assist in maintaining compliance records and evidence files.
• Monitor document review dates and notify managers when updates are required.
• Chase contractors and service providers for outstanding reports and documentation.
• Support the production of monthly compliance and maintenance reports.
• Maintain and update Estates compliance management systems and dashboards, ensuring statutory inspection, testing and certification records remain accurate and accessible.

Health & Safety Administration

• Assist with maintaining health and safety records, policies and procedures.
• Administer accident, incident and near-miss reporting records.
• Support the administration of DSE assessments and workplace assessments.
• Maintain staff training records and monitor renewal and expiry dates.
• Assist with maintaining COSHH records and Safety Data Sheets.
• Prepare paperwork for toolbox talks, meetings and safety briefings.
• Support the administration of fire safety records, fire drills and fire marshal information.

Contractor Administration

• Maintain contractor records and approved supplier information.
• Issue contractor induction information as required.
• Collect, record and file contractor insurance certificates, RAMS and competency documentation.
• Maintain records relating to permits to work and contractor activities.

General Responsibilities

• Work in accordance with QAC policies and procedures.
• Maintain confidentiality and process information in accordance with GDPR requirements.
• Participate in training and development activities relevant to the role.
• Promote and support the safeguarding of vulnerable adults and young people.

Safeguarding Commitments

As part of our commitment to safer recruitment, and in line with updated guidance published in September 2022, we will carry out an online search of all shortlisted candidates. This search may enable us to identify any incidents or issues that have happened, and publicly available for review online, which we may wish to explore with you in further detail during the interview process. As part of your application we have asked you to provide the account names, usernames and/or handles for any social media platform that you use, as well as the names of any websites that you own, post on, or contribute to. A Google search will also be conducted. These checks will only be conducted if you are shortlisted for interview. Please see our safer recruitment and selection policy for further information.

Under Section 7 of SVGA 2006 it is an offence to apply for the role if the applicant is barred from engaging in regulated activity relevant to children. The College's Safeguarding Policies are available here.

Skills, Knowledge and Expertise

Essential Criteria

• GCSE Grade 4/C or above in English and Mathematics (or equivalent)
• Business Administration qualification (Level 2 or above) or equivalent experience
• Excellent administrative and organisational skills
• Strong IT skills, including Microsoft Word, Excel, Outlook and Teams
• Ability to maintain accurate records and databases
• Strong attention to detail and accuracy
• Ability to prioritise workload and meet deadlines
• Good written and verbal communication skills
• Ability to work independently and as part of a team
• Previous experience in an administrative role
• Experience maintaining confidential records and documentation
• Experience producing reports and monitoring information
• Commitment to ongoing training and professional development

For further information on person specification please read the job description attached

Benefits

Join Our Business Support Services Team

Behind every successful service at QAC is a dedicated team of professionals providing the essential support that enables our students, clients, staff, and visitors to thrive. We are looking for talented and committed individuals to join our Business Support Services teams across a range of specialist areas.

Our Business Support functions play a vital role in ensuring the smooth, safe, and efficient operation of the charity. Whether supporting people, finances, technology, facilities, or frontline customer services, every role contributes to our mission of empowering people with disabilities to achieve greater independence and fulfilment.

Our Business Support Services is built up of:

• Human Resources (HR) – Supporting recruitment, employee wellbeing, learning and development, employee relations, and ensuring colleagues have the support they need to succeed.
• Finance – Providing financial management, budgeting, payroll, procurement, and financial administration services that help the organisation operate effectively and sustainably.
• Reception and Customer Services – Creating a welcoming and professional first impression for students, clients, visitors, and stakeholders, while providing information, support, and administrative assistance.
• Health and Safety – Promoting a culture of safety and wellbeing, ensuring compliance with legislation and supporting the creation of safe environments across our campus and services.
• Estates and Facilities – Maintaining our buildings, grounds, accommodation, and facilities to ensure they remain safe, accessible, and fit for purpose.
• IT and Resources – Delivering technology solutions, technical support, assistive technologies, and learning resources that enable staff, students, and clients to work, learn, and live independently.

Working within our Business Support teams offers the opportunity to make a meaningful contribution to an organisation with a strong social purpose. While these roles may not involve direct support delivery, they are fundamental to ensuring our services run effectively and continue to make a positive impact on the lives of the people we support.

This is an exciting opportunity to be part of a collaborative and values-driven organisation where your skills and expertise will help drive excellence across the charity.

If you are professional, proactive, and passionate about making a difference behind the scenes, we'd love to hear from you.

Our benefits include; Schedule 1 Benefits (reviewed annually and/or as appropriate)

• Access to on site car parking
• Use of QAC Fitness Centre (subject to opening hours)
• Cycle to Work Scheme (Salary Sacrifice)
• 24/7 Employee Assistance Programme Helpline (BHSF)
• Access to Education Support Free Helpline for Teachers & Education Staff
• QAC Mental Health First Aiders & activities to support health and wellbeing
• BHSF Benefits Package including Healthcare Plans, discounted shopping/services
• Annual Flu vaccination/voucher
• Access to other benefit/discount schemes (which may be subject to charge) e.g. Blue Light Card, TOTUM (NUS), Charity Worker Discounts, Discounts for Teachers
• Dell Advantage programme - a free programme that offers savings to students, parents and all staff at QAC - up to 20% off. https://www.dell.com/en-uk/lp/dell-advantage
• Health and Wellbeing Services (Occupational Health/Counselling)
• Free Tea/Coffee and Staff Room facilities
• Dining Room facilities with hot/cold food (free meal provided for those supporting students at mealtimes)
• Additional discretionary concessionary/closure days as part of leave entitlement (including closure over Christmas/New Year period)
• Reward and Recognition Policy – Living the Values Awards (team & individual) and long service
• Enhanced/Occupational paid leave e.g. maternity/paternity (subject to qualifying criteria)
• Occupational sick pay (based on length of service)
• On site wellbeing activities (e.g. yoga, meditation)
• Support for training/ CPD (either by way of study leave and/or funding)
• Flexible working arrangements including Flexible Working Policy Agreements, Time Off in Lieu (TOIL) in prior agreement with line manager.

This list is not exhaustive and may be subject to review and/or change.