Senior Estates Administrator

LANCING COLLEGE; North Lancing; On-site; GBP 28,000 - 35,000; Full time

Job summary

An educational institution is seeking a full-time Senior Estates Administrator to support the Estates Team in managing all aspects of estates administration. Responsibilities include overseeing health and safety records, compliance documentation, contractor management, and providing efficient service to staff and visitors. The ideal candidate will be self-motivated, proficient in Microsoft Excel, and possess strong interpersonal skills. A-Level education is required, with experience in a similar role preferred. This role offers an opportunity to be part of a dynamic team dedicated to the upkeep of the college environment.

Benefits

Professional development opportunities

Friendly working environment

Qualifications

• Self-motivated with a proactive and friendly approach.
• Educated to a minimum A-Level standard.
• Proficient in Microsoft Excel and essential office applications.
• Strong understanding of administrative tasks and customer service.

Responsibilities

• Support management of compliance information and project files.
• Liaise professionally with other team members and stakeholders.
• Maintain records for contractor management and health & safety.
• Process contractor DBS applications and oversee compliance visits.

Skills

Self-motivation

Flexibility

Proficient in Microsoft Excel

Strong interpersonal skills

Time management

Education

A-Level standard

Tools

Microsoft Excel

Visio

AutoCad

Job description

The Estates Department

The Estates Department, under the leadership of the Estates Bursar, is responsible for the maintenance and upkeep of the built environment, grounds, gardens, playing fields and sports surfaces, staff accommodation properties at all locations across the Lancing College family of schools as well as Little Lancing Nursery. The Estates Office team consists of six people.

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.

Job Title: Senior Estates Administrator

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 limited to electrical test inspections, PAT testing, emergency lights, gas safety records, water hygiene records, as required.
• 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, Domestic staff and Farm staff as and when required, 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 consistent high level of 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 as required.
• 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, via UCheck and associated communication processes related to this.
• To maintain the 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 as required.
• To keep up to date detailed records and action any remedials as and when required.
• To manage water hygiene reported results, communication actions accordingly and keeping accurate records.
• To schedule a range of other compliance related visits including but not limited to: British Engineering Services, Radon Monitoring, electrical testing, servicing and 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 be required.
• To ensure the processes and procedures are followed in the safe keeping of building keys and other Estates related information.
• To purchase and procure services and supplies as directed by the Estates Bursar and/or the Premises Manager.
• To be responsible for use of department credit card and following Finance department procedures.
• To operate and 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, receiving and handling keys.
• To assist with the collation of Household Renewals requests and organise the procurement and delivery of those items.
• To take meeting minutes as and when required for meetings such as Water Working Group and Green Group.
• To welcome contractors and visitors to the office when the Estates Administrator is 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

• Essential
• 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.
• Desirable
• 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.

Application forms are available from the College website.

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.