Office Administrator

St Peter's School; York and North Yorkshire; On-site; GBP 29,000; Full time

Job summary

A prestigious educational institution in York is seeking an Estates Department Office Administrator to manage administrative support, act as a first contact for inquiries, and ensure compliance with safeguarding procedures. The ideal candidate will need excellent organisational skills and attention to detail, handling procurement and maintaining accurate records. This full-time position requires being onsite Monday to Friday, with a competitive salary of £28,405.

Qualifications

• Experience in administrative roles is advantageous.
• Knowledge of procurement and compliance is a plus.
• Familiarity with database systems may be required.

Responsibilities

• Act as the first point of contact for the Estates Department.
• Assist in procurement and invoice processing.
• Monitor and administer safeguarding systems.
• Maintain compliance documents and asset registers.
• Provide general administrative support to the department.

Skills

Excellent organisational skills

Attention to detail

Ability to prioritise competing demands

Strong communication skills

Job description

Overview

The Estates Department Office Administrator plays a key role in ensuring the smooth and efficient operation of the Estates Department by providing comprehensive administrative support and acting as the first point of contact for all internal and external queries. The post holder will manage essential systems, maintain accurate records, and assist with procurement, compliance, and operational tasks to support the department's delivery of high‑quality services across the school. This role requires excellent organisational skills, attention to detail, and the ability to prioritise competing demands while upholding safeguarding and compliance standards.

Responsibilities

• Act as the first point of contact for the Estates Department, handling queries from staff, contractors, suppliers, and delivery personnel via phone, email, and face‑to‑face.
• Assist in procurement related tasks including processing invoices, obtaining quotes from suppliers, reconciling credit card bills, and assisting with routine and bulk ordering.
• Monitor and administer systems such as Every and the Signing In App to ensure safeguarding procedures are followed and maintenance tasks are assigned appropriately and in a timely manner.
• Maintain up‑to‑date contractor insurance documents and schedule service contracts for compliance.
• Monitor the Lettings Calendar and inform the Estates Administrator and Manager of anything to note prior to each holiday period.
• Ensure all service contract providers attend on time, keep associated records (including safeguarding) up to date and assist when sourcing alternative suppliers.
• Assist in the selection, processing, induction and allocation of work to teams of casual summer workers.
• Assist in maintaining records of statutory compliance for inspections.
• Assure that property information and asset registers are up to date and well organised.
• Assist in the procurement of uniforms and PPE for department staff.
• Assist with booking annual training for Estates and other staff as required.
• Provide general administrative support to the department, such as taking minutes, organising training, keeping records of holidays and sickness, maintaining stocks of stationery, etc.
• Administer the distribution/receipt of internal and external post and parcels.
• Generate reports from iSams to ensure up to date staff and pupil lists are available for the Post Room.
• Undertake housekeeping in the office, reception and other adjacent spaces, ensuring their appearance is always neat and tidy.
• Maintain strict confidentiality in accordance with the School’s Data Protection Policy and Procedures.

Hours & Salary

Hours: 37.5 hours per week – Mon‑Friday 8:00am to 4:30pm (1 hour unpaid lunch break)

Salary: £28,405 (Point 4 on the St Peter’s Support Scale)