Facilities Administrator

St Edmund's College, University of Cambridge; Cambridge; On-site; GBP 25,000 - 35,000; Full time

Benefits offered by this job

Working daily allowance for food and drinks

Free car parking

25 days holiday plus bank holidays

Discounts at restaurants, shops & more

Death in service

Access to LinkedIn Learning & Business Disability Forum

Job summary

A distinguished educational institution in Cambridge is seeking a Facilities Administrator to enhance efficient function of facilities services. The ideal candidate will possess strong organisational skills, excellent communication abilities, and experience in administrative support. Key responsibilities include managing queries, coordinating maintenance schedules, and ensuring compliance with health and safety standards. This role offers a dynamic work environment with ample opportunities for professional growth.

Qualifications

• Experience in an administrative or facilities support role.
• Strong organisational and record-keeping skills.
• Knowledge of Health & Safety and Fire Safety compliance.
• Excellent written and verbal communication skills.

Responsibilities

• Act as the first point of contact for facilities queries.
• Manage diaries and booking systems.
• Coordinate maintenance schedules and contractor visits.
• Support health and safety compliance.

Skills

Strong organisational skills

Excellent communication skills

Interpersonal skills

Problem-solving ability

Attention to detail

Education

Experience in administrative or facilities support role

Knowledge of Health & Safety compliance

Tools

Microsoft Office

Maintenance/helpdesk systems

Job description

St Edmund’s College is seeking a highly organised and proactive Facilities Administrator to join the Bursary team. Reporting to the Head of Facilities and Accommodation, you will play a key role in ensuring the smooth and efficient running of the College’s facilities services.

This role is central to the coordination of maintenance tasks, compliance monitoring, record-keeping, and communication with staff, contractors, and College stakeholders. It is a varied position, ideal for someone who thrives in a busy environment and enjoys problem-solving, organisation, and supporting operational excellence.

Responsibilities

• Act as the first point of contact for facilities queries, logging and tracking requests through the College Maintenance System.
• Manage diaries, booking systems, and compliance records for inspections, events, and audits.
• Coordinate maintenance schedules and contractor visits, ensuring accurate records and compliance documents are maintained.
• Support health, safety, fire safety, and risk assessment compliance by updating registers, scheduling inspections, and filing records.
• Prepare reports, spreadsheets, quotations, and updates for management.
• Provide day-to-day administrative support including handling calls, emails, and documentation.
• Assist with procurement, placing orders, and monitoring budgets where required.
• Liaise with colleagues across the College to support smooth day-to-day operations.
• Recommend and support improvements in facilities processes and services.
• Adhere to Health & Safety policies and contribute to continuous improvement across the department.
• Undertake ad hoc duties as required.

About You

• Experience in an administrative or facilities support role.
• Strong organisational and record-keeping skills.
• Knowledge of Health & Safety and Fire Safety compliance requirements.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and maintenance/helpdesk systems.
• Experience in a higher education or College environment.
• Familiarity with building maintenance processes.
• Basic understanding of procurement and budget tracking.

Skills

• Strong interpersonal skills with the ability to work with a wide range of people.
• Ability to prioritise workload and work independently.
• Attention to detail and accuracy in record-keeping.
• Customer-focused approach with problem-solving ability.
• Flexible and adaptable, able to respond to changing needs.

Benefits

• Working daily allowance for food and drinks*
• Free car parking (where available)
• 25 days holiday plus bank holidays (increasing with length of service)
• Discounts at restaurants, shops & more
• Death in service
• Access to LinkedIn Learning & Business Disability Forum

About St Edmund’s College

St Edmund’s College is one of the 31 constituent colleges of the University of Cambridge. Our vibrant student body is made up of around 420 post-graduates and 130 mature undergraduates. With over 260 senior members – academics working at the cutting edge of their field or eminent members of their profession – and around 100 staff, you will be joining a dynamic and growing College with an ambitious vision for our role in shaping the future of higher education and collaborative research.

The maturity of our community means that we have earned a reputation as the friendly college. Relaxed, non-hierarchical and diverse, we pride ourselves on being a place in Cambridge where people of all backgrounds are welcomed, will feel at home and can flourish. Therefore, we welcome all candidates regardless of their demographic characteristics such as gender, race, disability, neurodiversity, religion, age, sex & sexual identity to apply for our opportunities.

How to apply

Please send your cover letter and cv to the HR Team at [e-mail]:

Closing date for completed applications: Sunday 5th October 2025.

If you have informal enquiries about the post, please email Head of Facilities and Accommodation, Janusz Dudzic at [e-mail].

In applying for this role, you will provide personal data which the College will process in accordance with its data protection obligations and its Data Protection Policy: http://www.stedmunds.cam.ac.uk/data-protection

Any offer of employment is subject to evidence of your right to work in the UK and the receipt of satisfactory references.