We are looking to recruit an Administration Assistant (Facilities), know internally as Facilities Management Assistant, to assist with the daily administrative function and logistical support of Facilities & Maintenance Department activities. The Buildings & Facilities Department is responsible for maintaining College operational buildings which includes boarding houses, school rooms, sport facilities and staff accommodation.

Part-time hours may be considered.

Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.

• Arrange access and accompany, where necessary, relevant trade contractors and visitors across the estate to carry out maintenance-based tasks or surveys.
• Support on schedules for planned maintenance works e.g. statutory servicing, internal decorations, planned property maintenance.
• Visit properties and update records of items across the estate which require servicing, and to work with the team to check contractor instructions align.
• Oversee Personal Protective Equipment provision, use and maintenance of adequate supplies.
• Support on trades people induction processes, their use of the asbestos register and other necessary processes linked to construction and repair works.
• Support on the Safe Systems of Work register, and related Risk Assessments, and to review this regularly in conjunction with Deputy Maintenance Manager and external Consultant.
• Help organise and maintain trades and buildings staff training, liaising with external training providers and organising the maintenance team to attend, and escalating to where there is non-compliance.
• Liaising with members of staff, in the department and the wider college, by telephone, email or in person to smooth and enable logistics including servicing and access for repairs.
• Raise repair instruction tickets (our reactive repair system is called ‘Pinks’).
• Support on our external contract management processes, including contractor meetings and assist with the framework contractors JCT contracts, H&S and insurance records being kept up to date.
• Helping with repairs and maintenance enquiries and updates, escalating where appropriate.
• Filing electronically information pertinent to properties using a correct naming convention.
• Recording incoming documents, adding dates and/or comments to systems if necessary, and supporting on our shared goal of full servicing and maintenance records being up to date and comprehensive.
• Receive training to support the use of Top Desk CAFM system (Computer Aided Facilities Management) system to record service and repair processes.
• To support on different and other tasks when required, which may vary over time and which contribute to the College’s operational priorities.

All employees of Eton College are also expected to:

• Develop a good understanding of safeguarding procedures, given all positions at Eton are classed as ‘regulated activity’;
• Demonstrate a commitment to safeguarding and promoting the welfare of children. This includes but is not limited to completing safeguarding training as required, complying with all safeguarding procedures and ensuring any safeguarding updates issued by the College are read and understood.
• Understand and comply with procedures and legislation relating to confidentiality;
• Display a commitment to and promotion of equality, diversity and inclusion.

Working Pattern

The standard working pattern is:

• 35 hours per week, working 9am to 5pm, Monday to Friday with one unpaid hour for lunch each day;
• 52 weeks per year;
• 21 days contractual annual leave, plus additional discretionary leave over the Christmas shut-down period (normally 3 days);
• Working onsite in Eton;
• When bank holiday fall within a school term period, this is considered to be a working day and a day off in lieu will be given.
• Part time hours will also be considered.

To be successful in this role, you will need:

• Previous experience working in a busy administrative position and juggling competing priorities;
• Good working knowledge of Microsoft Word, Outlook and Excel;
• Excellent communication skills – both written and verbal;
• An understanding of building services and some facilities management experience would be highly advantageous.

You may enjoy this role if:

• You have a ‘can-do’ attitude – you love getting stuck in and you’re not phased by a heavy volume of work and fast changing priorities;
• You’re flexible – you’ll have to juggle lots of competing tasks so you’ll enjoy having lots of different things on the go, and you’re able to organise your time and to prioritise your to do list so nothing slips through the cracks;
• You’re a confident communicator – you enjoy engaging with a variety of different people;
• You enjoy working in a team - you are happy to support other team members and get involved in lots of different tasks.
• You have demonstrable accuracy and attention to detail.

Eton College offers a wide range of benefits, including an 11% employer contribution to your pension (with 4.9% employee contribution), Employee Assistance Programme, enhanced Maternity / Paternity scheme, a cycle to work scheme, subsidised lunches during term time, free or heavily discounted access to the College’s sport and leisure facilities and discounts at local retailers and businesses.