Facilities Administration Assistant

Facilities Administration Assistant

We are seeking a Facilities Administration Assistant to assist at head office with administration, compliance co-ordination, data management and analysis for OHC&AT. Reporting to the College Facilities Co-ordinator, you will build strong relationships with facilities teams, assisting to ensure sites operate efficiently and compliantly.

Key Responsibilities:

• Provide day-to-day administrative support to the Facilities team, including managing emails, calls, contractor tracking, and documentation.
• Raise, track, and send purchase orders for planned and reactive works (with support), ensuring alignment with budgets and financial regulations.
• Take meeting notes, distribute them, and follow up on actions.
• Maintain and update iAM Compliant, ensuring all required maintenance, servicing, and compliance checks are completed on time across all College and Academy sites, escalating any missing or overdue items to the Facilities Coordinator.
• Collate, verify, and store all compliance documentation (e.g., certificates, reports, service sheets), assist with maintaining accurate records and databases, analyse compliance data to identify trends or gaps, and support audit, inspection, and reporting preparation.

Key Requirements:

• Maths and English GCSE Grade C/4 or equivalent.
• Experience of Facilities, Compliance
• Knowledge of H&S regulations and legislation including COSHH and Risk Assessments
• Knowledge of MS Office systems, intermediate level.
• Good oral and written communication skills.

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