St Peter's School York - Office Administrator

Summary

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.

Detail

Role Description

St Peter’s School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment by always complying with the school’s Child Protection and Safeguarding Policy and Procedures. The successful applicant will be required to undergo statutory pre-employment checks, including a Disclosure and Barring Service check.

Department: Estates

Responsible to: Estates Administrator

Hours: 37.5 hours per week
Mon-Friday 8.00am - 4:30pm (1 hour unpaid lunch break)

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

Overall purpose of the post:

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.

Key responsibilities:

To 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.

To assist in procurement related tasks including processing invoices, obtaining quotes from suppliers, reconcile credit card bills, and assist with routine and bulk ordering.

To monitor and administer systems such as Every and Signing In App to ensure safeguarding procedures are followed and maintenance tasks are assigned appropriately and in a timely manner

To maintain up-to-date contractor insurance documents and schedule service contracts for compliance.

To monitor Lettings Calendar and inform Estates Administrator and Manager of anything to note prior to each holiday period

To assist in ensuring all service contract providers attend on time, associated records (including safeguarding) are kept up to date and to assist when sourcing alternative suppliers.

To assist in the selection, processing, induction and allocation of work to teams of casual summer workers.

To assist in maintaining records of statutory compliance for inspections.

To assist in ensuring property information and asset registers are up to date and well organised.

To assist in the procurement of uniforms and PPE for department staff.

To assist with booking annual training for Estates and other staff as required.

To provide general administrative support to the department, such as taking minutes, organising training, keeping records of holidays and sickness, maintaining stocks of stationery etc.

To administer the distribution/receipt internal and external post and parcels.

To generate reports from iSams to ensure up to date staff and pupil lists available for the Post Room.

• To undertake housekeeping in the office, reception and other adjacent spaces, ensuring their appearance is always neat and tidy
• To always maintain strict confidentiality with due reference to the School’s Data Protection Policy and Procedures

Note: This job description is not intended to be a comprehensive list of duties and responsibilities associated with the post. The post holder will be expected to comply with any reasonable request to undertake work of a similar level that is not specified in this job description.

This job description may be amended at any time following discussion with the post holder.

General

Health & Safety - You have a legal duty to take reasonable care of your own health and safety and that of others and you are expected to be familiar with, and adhere to, St Peter’s School’s Health and Safety policy

School values – You have a duty to ensure your work, communication and approach conforms to the school’s core values and mission. You will need to be aware and comply with school rules, policies and procedures at all times including, but not limited to, those relating to safeguarding, conduct, equality and data protection.

Documents

• Office Administrator Recruitment Pack- Dec 25 PDF Document