Maintenance Department Administrator

Required as soon as possible

The School

St Paul’s Girls’ School is one of the country’s leading independent secondary day schools for girls aged 11-18 and is a lively academic community with excellent facilities for all subjects. There are approximately 740 pupils with a thriving sixth form. Entry to the school is by competitive exam, held in January, and there is heavy demand for each place. Public exam results are consistently outstanding and about half of all students every year move on to Oxford and Cambridge. Increasing numbers also go on to higher education at Ivy League colleges in the United States. Aspirations and achievements in many areas go well beyond what one would normally expect from a school, making St Paul’s a very exciting and stimulating place in which to work.

Full details of the school, including our curriculum and public exam results, are available on our website at

Information about the Department and the Post

The Estates team is responsible for all infrastructure and maintenance of school buildings and grounds. A maintenance service is also provided to Bute House Preparatory School which is a short walk from the school.

The Estate comprises the main school site, swimming pool, sports site and residential properties. The maintenance team is made up of the Maintenance Manager (electrical bias), Deputy Maintenance Manager/lead Electrician, Carpenter and General Handymen. The school is looking for a Maintenance Department Administratorto join the team. This is a new post, initially on a one year fixed term contractwith a view to it becoming a permanent post depending on the longer term requirements of the department.

Main Duties and Responsibilities

Responsible to: The Maintenance Manager

The main responsibilities of this role are, but not limited to:

  • Assisting the departmentwith the coordinationof the Maintenance Ticket System, ensuring that requests/repairs are prioritised and completed correctly
  • Answering all incoming calls in a prompt and efficient manner, providing a primary response to all helpdesk queries
  • Coordinating the Access Control System, including the issuing of passes to staff/contractors.
  • Managing the Swimming Pool & Pavilion Schedules/Calendar including alignment with the access control system
  • Monitoring of the CCTV/Intruder/Fire/BMS systems for faults and notifications
  • Scanning of job sheets/reports/PPM checks etc. onto school systems
  • Maintaining accurate filing systems for compliance documentation including those relating to relevant Health and Safety legislation on estate/maintenance matters (egCOSHH, Risk assessments, PAT testing, asbestos checks, contracts RAMS & insurances etc)
  • Ordering materials, equipment and manage spares in stock
  • Maintaining the financial log of orders and preparing invoices to be signed off
  • Maintaining the training log, contracts renewal program log, key cabinets and utility usage log.
  • Acting as one of the school Fire Officers
  • Assistingwith daily swimming pool water tests (training will be provided)
  • Carrying out routine inspections and checks on the estate as directed by the Maintenance Manager
  • Liaising/working closely with, and at times providing administrative supportto the Caretakers andGrounds team
  • Liaising with appropriate managers and internal/external contractors as required to fulfil requirements
  • Undertaking any other reasonable duties or tasks as requested by the Maintenance Manager or the Estate Manager

This job description is not exhaustive and may be amended from time to time in consultation with the role holder.

Experience, Skills and Qualifications

Essential

  • At least 2 years previous experience working in a busy and varied administrative role
  • Excellent administration & IT skills – Outlook, MS Word & Excel
  • Goodcommunication and organisational skills
  • Knowledge and understanding of Health and Safety requirements and legislationi.e. Asbestos, Working at Heights, COSHH, Risk assessments
  • Ability to prioritise work and requests
  • Ability to work to targets and deadlines

Desirable

  • Experience of working in an administrative role within a Facilities Management/Maintenanceenvironment.

Terms of Employment

  • One year fixed term contract (this may be extended)
  • 40 hour working week, start and finish times to be agreed between 7.00am and 6.00pm, Monday to Friday.
  • 25 days’ annual leave
  • Free lunches, tea and coffee
  • Contributory pension scheme
  • Salary –£20,000 to £25,000 depending on experience

Application and Interview Procedures

Please submit applications using the on-line form provided. As well as requiring details of your qualifications, experience and referees, the form will provide an opportunity for you to write a short personal statement and to upload your latest curriculum vitae.

Applications should be e-mailed to y the closing date of Thursday 14 September, noon.

If you do not receive an automated acknowledgement of your application you are advised to e-mail or telephone to confirm that the application has been received. Candidates who have not heard further from the school within two weeks of the closing date may assume that their application has not been successful.

Disclosure and Barring Service (DBS) and Overseas Police Checks

St Paul’s is a “registered body” under the Police Act 1997 because employment here involves access to children under the age of 18. This post will require an enhanced DBS check from the Disclosure and Barring Service (formerly Criminal Records Bureau) before we can confirm an offer of employment. Unless you are a member of the DBS Update Service you will need to apply for a new disclosure, even if you already hold one. Former members of staff who are not on the Update Service who re-join us also require fresh disclosures unless less than three months have passed between their leaving and their re-employment date. If you have lived or worked abroad you will also need to provide appropriate paperwork, such as a police certificate of good conduct, from the countries you have lived in.

Safeguarding Guidelines

The post-holder’s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact, will be to adhere to and ensure compliance with our child protection policy statement at all times. If, in the course of carrying out the duties of the post, the post-holder becomes aware of any actual or potential risks to the safety or welfare of children at St Paul’s, s/he must report any concerns to our safeguarding designated person or to the High Mistress.

Closing date:Thursday 14 September 2017, noon.

Interviews: Wednesday 20 September 2017.

Contact Details:

Ms Tobi Ojuri

Human Resources Department

St Paul’s Girls’ School, Brook Green, London, W6 7BS

Tel: 020 7605 4875

September 2017