Senior Estates Administrator

Lancing College; Lancing; On-site; GBP 29,000 - 32,000; Full time

Job summary

An educational institution in Lancing is seeking a full-time Senior Estates Administrator to support the Estates Team in various administrative tasks. Key responsibilities include managing compliance records, offering creative solutions, and maintaining records for health and safety documentation. The ideal candidate will have A-Level education, strong interpersonal skills, and knowledge of climate-related data. The salary ranges from £29,000 to £32,000 depending on experience.

Qualifications

• Demonstrates thorough understanding of most aspects of estates administration.
• Experience in a team environment and effective collaboration.
• Knowledge of Health & Safety documentation and Risk Assessments.

Responsibilities

• Support management of compliance information and project files.
• Provide friendly front of house service within the Estates department.
• Maintain detailed records and manage contractor spreadsheets.

Skills

Self-motivation

Flexibility

Proactive approach

Interpersonal skills

Customer service

Education

A-Level standard education

Tools

Microsoft Excel

Visio

AutoCad

Job description

The Appointment

The College is looking to recruit a full-time Senior Estates Administrator to support the Estates Team and the Estates Bursar in managing all aspects of Estates Administration including, but not limited to: Health & Safety (H&S) records, compliance related records, utilities and carbon data, project paperwork, department archiving, oversight of the Helpdesk, purchasing and procurement of fixtures and fittings, staff accommodation and contractor management.

Reporting to: Premises Manager and Estates Bursar

Key Tasks and Responsibilities

• To support the Estates department in the management of compliance information; project files, plans, budgets, H&S related documentation to include but not limitedtoelectrical test inspections, PAT testing, emergency lights, gas safety records, water hygiene records, asrequired.
• To offer an efficient, informative, first class, professional and friendly front of house service within the Estates department, in person, on the phone and by email.
• To liaise in a professional and friendly manner with other members of the Estates team, Maintenance engineers, Grounds staff, Domesticstaffand Farm staff as and whenrequired, as well as the wider stakeholder community within the College and third parties.
• To ensure all communication with stakeholders is clear and informative.
• To ensure that a consistenthigh levelof attention to detail and H&S is applied to all works.
• To receive, file and amend Risk Assessments, Method Statements and other H&S related paperwork asrequired.
• To help source paperwork for relevant Risk Assessments to support Health & Safety Manager.
• To ensure that all approved contractors have up to date current insurance documentation in place.
• To process contractor DBS applications, viaUCheckand associated communication processes related to this.
• Tomaintainthe contractor spreadsheets.
• To have knowledge of and be able to administer paperwork relating to Estates Department contractor policy.
• To schedule Planned Preventative Maintenance/Compliance works for all sites, gaining quotes asrequired.
• To keep up to date detailed records and action any remedials as and whenrequired.
• To manage water hygiene reported results, communication actions accordingly and keepingaccuraterecords.
• To schedule a range of other compliance related visits including but not limited to: British Engineering Services, Radon Monitoring, electrical testing,servicingand waste collection.
• To manage records for all works accordingly.
• To collate records of utilities usage, including but not limited to gas, electric, oil and solar panels.
• To prepare data related to utilities to produce annual Streamlined Energy and Carbon Reporting (SECR) report and any other Carbon related information that may berequired.
• To ensure the processes and procedures are followed in the safe keeping of building keys and other Estates related information.
• Topurchaseand procure services and supplies as directed by the Estates Bursar and/or the Premises Manager.
• Tobe responsible foruse of department credit card and following Finance department procedures.
• Tooperateand review the Fault Reporting System (FRS) helpdesk and liaise with all parties in offering a prompt and informative service.
• To produce reports as required and to keep the system up to date.
• To collate holiday works programmes using Microsoft Excel and distribute accordingly.
• To oversee Staff accommodation properties and any information issued to staff such as end of tenancy process, making of appointments, updating information,receivingand handling keys.
• Toassistwith the collation of Household Renewals requests and organise the procurement and delivery of those items.
• To take meeting minutes as and whenrequiredfor meetings such as Water Working Group and Green Group.
• To welcome contractors and visitors to the office when the EstatesAdministratoris unavailable.
• To cover for the Estates Administrator when they are on annual leave.
• To undertake any other duties as reasonably requested by the Premises Manager and Estates Bursar.

Skills and Experience

• Demonstrates self-motivation, resilience, flexibility, and a proactive, friendly approach.
• Educated to a minimum A-Level standard.
• Proficient in Microsoft Excel and other office applications essential for estates administration.
• Shows initiative by thinking ahead and developing creative, practical solutions to issues.
• Demonstrates a thorough understanding of and proven experience with most aspects of the role.
• Proficient in administrative tasks from planning to communicating effectively.
• Previous experience of working within a team environment with ability to collaborate and build relationships.
• Previous experience of providing a first-class customer service.
• Strong interpersonal skills and ability to communicate effectively with team and management colleagues.
• Ability to manage time and resources to deliver effective outcomes.
• Experience of working within a school environment.
• Experience working on and knowledge of Health & Safety documentation and Risk Assessments.
• Experience using software Visio and/or AutoCad.
• Possess relevant H&S training such as IOSH/NEBOSH.

This job description sets out the main duties at the time it was drawn up. Such duties may vary occasionally but without changing the general character of the duties or the level of responsibility entailed, and the candidate will be required to carry out any reasonable requests required by their Line Manager.

Application Procedure

Applications should be made using the application form. Candidates are asked to add a covering letter setting out, as succinctly as possible, their reasons for applying for the position at Lancing.

A full curriculum vitae and the names, addresses and telephone numbers of a minimum of two referees, one of whom should be the candidate’s current or most recent employer should be included with the application.

Closing date

Monday 5 January 2026

Interviews

w/c 19 January 2026

The College reserves the right to call individuals to interview prior to the closing date for applications.

The starting salary will sit within the £29,000 - £32,000 range in line with the candidate’s experience, with the upper end of the range achieved through proven experience and performance over time.

Using the webform below, please complete and submit an application form, self-declaration of criminal record form, full curriculum vitae and covering letter setting out, as succinctly as possible, reasons for applying for the position at Lancing College.

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