Estates Administrator

23000.00 GBP Annual + depending on qualifications, skills and experience.
10 Sep 2017
18 Sep 2017
Contract Type
Full Time
The Estates Department comprises the Estates Director, the Estates Facilities Manager, Estates Building Surveyor and 3 Capital Project Managers. The department has a small in-house team of maintenance staff and has responsibility for all aspects of property and premises management and repairs and the maintenance of the School's landscaped areas and sports fields. The Department also works closely alongside Highgate's Porters and other support functions.
Highgate is unique as a "client organisation" in the breadth of facilities it must provide and maintain including; academic, residential, sporting (internal & external), office and administration, ecclesiastical, performance space and dining and function facilities.
The property stock itself is spread over the 36 acre site and is varied in both age and condition and multiple styles of approaches are therefore required to ensure they remain maintained and operational in a cost effective and sympathetic manner.
In addition to the programme of refurbishment works, a strong requirement now exists for the replacement of existing life expired buildings with new build structures. An ambitious pipeline of flagship new build construction projects stretching into the next decade and beyond is therefore currently at various stages of planning, procurement and delivery.
It is a key objective of the department that the functions of maintenance, refurbishment and new build become closely aligned to deliver an efficient and informed joint strategy to ensure the Department delivers first class facilities for Highgate. In order to service this requirement the Estates Department is currently undergoing a period of transformation, modernisation and consolidation with all the functions of the department now drawn together into a single location (Field House in Bishopswood Road) and now reporting to the Estates Director with the intention of improving communication and focus and providing a single identity, culture and direction.
During this period of change, the role of Estates Administrator is crucial in providing a common reference point for all the team and to support them in improvements to the processes and administration of the team.
It is expected that through their previous professional experience the candidate will be able to bring innovation and increased efficiency to the way in which departmental administration is managed.
The role is centred on typical administration duties and the Estates Administrator will be the first point of contact for visitors and callers to the department. However, the role will extend beyond the traditional secretarial functions of a team administrator and the post holder will be expected to contribute and implement suggestions as to how the effectiveness and impact of the team can be enhanced through the way in which it manages its own organisation and administration (including implementation of a Computer Aided Facilities Management system).
  • Routine office duties to support the team including greeting expected visitors, checking staff's availability to meet unexpected visitors, dealing with telephone and other messages, faxing, e-mailing, copying, scanning, filing and processing correspondence and day-to-day paperwork
  • Provide a diary management and meeting organisation function for the Estates Director
  • Administrative duties relating to the planned and cyclical maintenance programmes for Highgate's buildings. To include contract documentation under supervision, making appointments for routine inspections, arranging and assisting with access to all buildings
  • Taking verbal and written directions from the team confirming or acknowledging directions and reporting progress on fulfilling these directions
  • Typing reports and researching information as requested
  • Producing and distributing full sets of minutes of departmental meetings and other contractor or consultant meetings as required. Actioning any admin items raised in the minutes
  • Copying and dispatching contract documentation, ensuring that these are sent out promptly, checking receipt by contractors, and checking tenders returned on time
  • Day-to-day recording of Health & Safety information, monitoring the completion of Health & Safety repairs and ensuring other regulatory documents are kept current
  • Assisting with the implementation of a 'Permit to Work' system for external contractors and visitors while on school and residential premises including periods when carrying out site tours. To include the management of access and escorting where necessary
  • Managing the annual leave tracker for Estates Team office staff and notifying the Estates Director of any obvious and impending clashes where insufficient office cover may occur
  • Carrying out any other duties as may reasonably be requested to support the team
Setting up and managing administration systems
  • Archiving and filing including attending to the backlog and establishing a recording and retrieval system for all records. Establishing a quickly retrievable filing system for the most recent and currently used documentation
  • Establish a structured filing tree for electronic records and correspondence and manage the migration of the data to the new departmental server
  • Recording, indexing and storing all existing and new drawings on paper produced for the School's buildings
  • Assisting the Department with an ordered electronic drawing storage system and backup
  • Working with colleagues to establish and maintain an IT resumption/disaster recovery system for the Estates Department
  • Working with Estates Facilities Manager, to assist in the implementation of a computer aided facilities management system to administer the reactive maintenance and planned preventative maintenance regime (and other modules where necessary). The Estates Administer is to act as the Data Manager for the system and is to ensure data is updated and maintained to reflect any changes in Highgate's assets to ensure this system is operating correctly
  • Setting up a register of electric and gas meters for academic and residential buildings. Making arrangements for the replacement of out of date meters. Reading of meters where requested particularly for the residential portfolio
  • Collating and compiling a register of security systems including maintenance contractors and servicing schedules
  • Setting up a register for boilers and lifting equipment inspected by RSA on behalf of Highgate's insurers. Recording inspection dates and report. Assisting with any recommended follow up action
  • Setting up a register of maintenance contractors for all relevant equipment. Checking servicing dates and reports for repairs
  • Reviewing current key press, update the keys, key register and introduce a key monitoring system. Carry out monthly inspections for missing keys. Arranging copies of keys as required. Maintaining a key monitoring system
  • Ensuring the Estates administration office is maintained in an orderly and tidy manner
Residential lettings
  • Maintaining files on all academic and commercial flats including current licence or lease, utility details, inventory, scheduled repairs, EPC and boiler certificates
  • Checking and recording of repair invoices from external agencies for commercial lets
  • Assisting in management of current properties by co-ordinating any responses required from Highgate including maintenance and repairs
  • Assisting external letting companies and the Estates Facilities Manager with tenancy changes, including reporting to the Estates Director any issues that impact on the availability of properties. Following up claims from tenants' deposits and legal proceedings with regards to outstanding rents for outgoing tenants
  • Supporting the Estates Facilities Manager in formulating a strategy for optimising rental returns from the residential portfolio, including gathering data and information to allow option appraisals to be carried out on investment levels required to maximise rental yield and the benefits of carrying out the reconfiguration of dwellings from flats to single dwellings and vice versa
  • Reporting of all disrepairs, reactive maintenance and improvement issues, minor and major, in commercial and academic lets, for initial inspection by the Estates Facilities Manager and referral to Estates Building Surveyor if necessary
  • Applying to the Estates Facilities Manager for authorisation for expenditure on identified reactive maintenance and improvement issues, health and safety improvements or compliance-related works
  • Management of day-to-day issues with our external property management company to ensure the residential portfolio is managed correctly and in accordance with the terms of their appointment. Track and report monthly rental receipts and in conjunction with the Estates Facilities Manager anticipate and plan for void periods to mitigate potential lost rent
  • Alongside the Estates Director and Estates Facilities Manager, design and implement a robust and auditable purchase order system for the instruction of contractors and suppliers to ensure compliance with corporate governance requirements
  • Assist the Estates Facilities Manager in the preparation of reports relating to the tracking and forecasting of reactive and planned spend
Security Vetting of External Suppliers and Contractors
  • As part of its child safeguarding policy the School utilises a strict procedure regarding the management of visitors to the School's property and grounds
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