Job purpose:

• To lead and manage the Facilities Management function across Wembley Multi- Academy Trust (WMAT) schools – WHTC, ELPS and NBS.
• To ensure that Health and Safety standards are strictly met across the schools in WMAT.
• To ensure the security of all premises (and contents) of the schools in accordance with agreed procedures and practices.
• To ensure that the premises are safe and that all requirements of Health and Safety are met.
• To ensure that the premises are maintained and cleaned to a high standard and that all statutory standards for the premises are met.
• To manage support staff (including caretakers, cleaners) with the facilities remit.

1. Facilities Management

• Ensure the safe maintenance of WMAT premises, including ensuring that statutory requirements are effective.
• Ensure continuity of service by the availability of utilities, site services and equipment.
• Be a role model and an effective line manager of premises staff.
• Be responsible for the oversight of staffing and security arrangements,
• Be responsible with the Chief Financial Officer (CFO) for the letting arrangements of the school premises to outside organisations.
• Be responsible for the deployment and work of the site staff.
• Oversee the management of the cleaning contracts and cleaning staff and ensure SLA’s levels are agreed and met.
• Ensure effective systems of supervision of cleaning staff and monitoring of cleaning standards. Ensure accurate completion of daily time sheets and completion of daily diary so that premises works can be monitored and evaluated.
• Ensure that frequent and regular checks of buildings, grounds, furniture, fittings are undertaken and to take appropriate action to remedy any problems.
• Manage the maintenance, repair WMAT assets, including schools’ buildings, furniture and fittings.    
• Maintain and update the asset registers annually. Ensure all assets are recorded accurately, monitored and disposed off in-line with the WMATs Financial Policy.
• Manage the available resources of staff, space, budgets and equipment efficiently and in accordance with the WMAT's Financial Regulations and other policies as appropriate.
• Ensure value for money when ordering materials required within the premises department, including cleaning materials.
• Obtain, when necessary, quotes relating to necessary work and advise CEO, Executive Headteacher and Bursar accordingly.
• Work strictly within the allocated budget, making sure the WMATs interests are paramount in all interacts.
• Ensure that orders placed for approved site works/services are in accordance with approved procedures, specifications, timescales and that the work is supervised and signed off as completed to satisfaction.
• Be the client side link with contracting staff, contribute to specifications, monitoring and review of all major contracts and services and to undertake appropriate administrative processes for specifying and letting minor contracts in accordance with established guidelines.
• Ensure effective monitoring of the work of contractors working on site.
• Oversee the effective and efficient utilisation of all Capital works (under 30K) and oversee the preparation, planning and implementation of all building maintenance and development works.
• Be responsible for the installation and maintenance of all fire-fighting and fire alarm systems. Ensure the maintenance and periodic checking of fire and other safety equipment by a specialist contractor. Ensure the periodic checking of the fire alarm system and equipment as detailed in the Fire Safety Logbook. Initiate and record regular fire drills.
• Ensure effective response (on a list basis) to call outs by police and Alarm Company Control during closure periods, including nights and weekends, in compliance with the schools Working Policy.
• Be responsible for all aspects of the schools’ risk management, including ensuring all necessary risk assessments are completed and the necessary checks are in place to meet all audit requirements.

2. Security

• Ensure the security operation of WMAT premises, including ensuring that statutory requirements are effective.
• Ensure a safe environment for all the stakeholders of WMAT. 
• 3. Health and Safety
• Ensure that Health and Safety legislation and excellent practices are fully observed across the WMAT estate.
• Ensure a safe environment for the stakeholders of WMAT at all times (a safe and secure learning and working environment).
• Ensure the full implementation of policies, procedures and processes concerning Health and Safety (including risk/emergency management).
• Monitor and revise (when appropriate) documentation related to the areas of specific responsibility.
• Monitor systems relating to minor maintenance/health and safety/accommodation/ resources.    
• Ensure the Health and Safety Policy is fully compliant with the requirements of the Health and Safety at Work Act and other legislation and ensure that this is put into practice and is reviewed and assessed at regular intervals or as circumstances change.
• Ensure statutory requirements are in place and are reviewed regularly, including Fire Drills and Lockdown.
• Promote health and safety in WMAT as set out in the Health and Safety Policy.
• Ensure systems are in place for effective monitoring, measuring and reporting of health and safety issues to the CEO, Executive Headteacher and Headteacher and, where appropriate, the Health and Safety Executive.

4. Management

• Immediately inform the CEO and CFO of any technical issues (including budgetary implications), which may impact the work of the schools.
• Be responsible for the management of a rolling programme of maintenance, redecoration, minor refurbishment, furniture renewal and relocation of subjects/functional areas.
• Manage aspects of small building projects (up to 30K) and maintenance work undertaken on the schools’ premises, including acting as the senior point of contact with regard to liaison with building contractors.
• Ensure implementation of school rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).
• Maintain confidentiality of information acquired in the course of undertaking duties for the schools.
• Keep abreast of developments and identify possible areas where there is scope to improve systems and procedures.
• Develop self within the post, undertaking training as appropriate to ensure that relevant knowledge and skills are updated in order to support the development of the schools.

5. Board of Trustees (BoT) Responsibilities

 Report as required to the BoTs (including attendance at the Trustees Meetings) on: H&S (including security), premises, and small projects.

Person Specification WMAT Director of Estates

1. Experience or the ability to lead in the management of large or several premises.
2. Strong understanding of Health & Safety regulations and DfE expectations of good estate management.
3. Understand the basics of estate management and systems such as heating, ventilation, electrics, intruder alarms and fire alarms etc.
4. Understand how to maintain buildings and be able to undertake or direct basic building repairs and maintenance.
5. The ability to operate and understand gas/electrical/mechanical/water/heating systems.
6. Be able to draw up risk assessments and quality assure them.
7. Understand and maintain documentation required by the HSE.
8. To be able to draft up contracts and get the best value for money.
9. Ability to perform the physical tasks required by the post.
10. Ability to draw up and scrutinise rotas for cleaning staff to ensure that all premises have high standards of cleanliness.
11. Be able to take a strategic view and be able to action short and medium term plans.
12. Be able to negotiate the best price for premises related contracts.
13. Ability to gather information, analyse data and problem solve.
14. Ability to prioritise and manage workflow whilst maintaining a flexible approach to respond to urgent requests.
15. Display a conscientious and logical approach to the role.
16. Ability to lead and manage people directly and indirectly.
17. Ability to adapt to changing and conflicting demands.
18. Ability to adhere to all policies including safeguarding and equality policies.

For further information and to apply please visit our website: https://www.whtc.co.uk/226/vacancies

Introduction

The Fleet Assistant will work alongside the Fleet Manager and will be responsible for providing end to end fleet department cover. Act as a key contact to other departments within the business for vehicle related matters. Assist in ensuring that all vehicles and drivers remain compliant to health and safety, FORS. They will be focused in cost reduction and assist in the recovery of any revenues associated to the department.

Main Duties include

• Liaising with various suppliers to the fleet department including hire companies, vehicle dealership, tracking and fuel card suppliers
• Booking delivery and collection of vehicles for the business
• Dealing with fleet inquiries both on the phone and in person
• Monitoring of mileage/fuel consumption/Tyre usage/collisions/driver behaviour/location
• Ensure the company fleet management systems are up to date with latest information
• Collate relevant vehicle paperwork – including maintenance and service records
• Ensure all drivers are logged onto the driving licence checking system ‘Licence Bureau’ and processing of alerts upon receipt
• Responsible for ensuring that all drivers complete necessary eLearning
• Maintain driver health records – minimum annual health declarations
• Maintain driver development records – toolbox talks
• FORS – responsible for the daily/weekly/monthly data logging for accreditation
• Administrative handling of invoices and potential re-charging
• Maintain control over the various road user vehicle registered schemes
• Perform collision investigation – to highlight common issues/drivers
• Liaise with Insurance broker to ensure all vehicles are covered as required
• Other ad hoc tasks when required to do so

General

• Completion of other general administrative tasks
• Ad hoc projects as instructed by Fleet Manager
• Preparing fleet analysis and reporting results to Management
• Communicate effectively with other departments to ensure the efficient running of the business

Personal qualities, experience and skills

• Dedicated to high standards and professionalism with excellent attention to detail
• Strong administration skills
• A forward thinker with excellent organisation and time management skills
• Must be able to process high volumes of paperwork efficiently
• Strong level of IT literacy, specifically within Excel
• Minimum 1 years’ experience in a Fleet Management System
• A Fleet administration qualification and/or prior knowledge of Fleet Source FMS would be advantageous however not essential

• It is essential that the successful candidate have their own transport as there is no public transport to the office.
• Experience of Sage50 is essential

• Responsible for invoice processing
• Supporting sales agents/ representatives
• Mail mergers to customers on a monthly basis
• UK and Export sales Admin
• Credit Control
• Stock Control for their UK warehouse
• Liaising with the warehouse for customers' orders
• Dealing with incoming email and post, and screening telephone calls if and when necessary
• Dealing with general correspondence
• Checking new customers' credit ratings
• Organising and filing paperwork, documents and computer-based information. Managing and reviewing filing and office systems
• Work with the Finance Department on financial systems - coding of invoices, preparation of reports, etc.
• General office administration, to include: acquisition of Furniture/equipment; liaising with third-party logistic providers and transporters and meeting and greeting external visitors at all levels of seniority
• Working on Excel spreadsheets, preparing Powerpoint presentations, and communication with export customers
• Undertake any other duties as might be reasonably requested by the Director/Accounts Manager

Property Manager / Administrator

Angel, Islington

About Us

Hemmingfords is a five-star rated estate agency that focuses on impeccable service and the unique personalities of our team to drive business success. We’re the local property experts with particular knowledge of Islington and Shoreditch.

Our company ethos is to leave people feeling better for having delt with us. We pride ourselves on our personable service. We always strive to go above and beyond our customer’s expectations in every aspect of our service.

We’re now looking for a personable and confident Property Manager / Administrator to join our close-knit team in Islington and support our landlords and tenants.

The Benefits

- Salary of £24,000 - £26,000 per annum

- Performance bonus

- Fast track career options

- Company iPhone

- High-performance and exciting work culture

- Generous reward package

- Comprehensive training programme

- Property sector qualifications

- Team and social events

- Annual Christmas party

- Holiday and loyalty bonus

- A friendly office cat called Waffy!

This is the ideal role for a property professional to step up, advance and grow their career with our customer-focused estate agency.

We’ve built an incredible reputation for service and our portfolio speaks volumes about our depth of skills and expertise. You’ll have the chance to learn from the best and enhance your existing experience levels with our outstanding team.

What’s more, we are offering a superb package alongside great training, a friendly, sociable environment and some wonderful perks. So, if you are ready for a change and to take your next step on the ladder, this is the role for you.

The Role

As a Property Manager / Administrator, you will be tasked with delivering outstanding service to Landlords and Tenants in a flexible and responsive manner.

The service our clients and renters have come to expect is second-to-none and, in today’s competitive property market, putting them above all other considerations is the key to success. Your role will involve providing effective, regular communication, dealing with requests and issues efficiently and ensuring all properties are up to standard, safe and ready for occupation.

Specifically, you will:

- Build and maintain great relationships with both landlords and tenants

- Monitor and deal with repair and maintenance requests and ensuring works are completed

- Attend regular meetings with the Lettings Team

- Maintain your knowledge of property legislation

- Carry out pre-tenancy inspections

- Provide assistance at the end of tenancies including communications in relation to deposits

- Complete supporting admin, records and logs

About You

To be considered as a Property Manager / Administrator, you will need:

- To have experience in the property market and take pride in liaising with landlords, tenants and contractors to resolve both technical and practical issues

- Experience of delivering impressive levels of customer service

- To thrive under pressure

- A great eye for detail

- To demonstrate strong administrative and IT skills

- The ability to work as part of a team

- Superb organisational and communication skills

- To be proactive and have a passion for problem solving (with a smile!)

Other organisations may call this role Lettings Consultant, Lettings Advisor, Tenancy Advisor, Property Consultant, Lettings Negotiator, Estate Agent, or Lettings Agent.

You may already possess experience in one (or more) of the following roles: Property Administrator, Property Assistant Manager, Property Assistant, Lettings Administrator, Tenancy Officer, Accommodation Administrator, Housing Operations Assistant, or Tenancy Administrator.

Webrecruit and Hemmingfords are equal opportunities employers, value diversity and are strongly committed to providing equal employment opportunities for all employees and all applicants for employment. Equal opportunities are the only acceptable way to conduct business and we believe that the more inclusive our environments are, the better our work will be.

So, if you’re seeking your next challenge as a Property Manager / Administrator, please apply via the button shown. This vacancy is being advertised by Webrecruit. The services advertised by Webrecruit are those of an Employment Agency.

Property Sales & Lettings Administrator – Finchley

Salary £24,000

Working hours Monday – Tuesday 8.50 – 6.00pm

Our client is a leading multi award winning independent Estate Agency with two prominent offices covering North London. They provide a wealth of experience, expertise, local knowledge and a truly professional service.  They are looking for a Sales & Lettings Administrator with previous property experience to join their team of property professionals.

The role will involve providing administrative support to the team and assisting with the smooth running of the office.

Typical duties will include:

• First point of contact for clients and applicants over the telephone and face to face
• Typing of daily correspondence and e-mails for the lettings and sales team
• Dealing with enquires from vendors/landlords and purchasers/tenants Assisting with the updating and content management of all property websites
• Registering sales and rental applicants
• General office duties including photocopying, faxing, filing etc

To be considered for the Sales & Lettings Administrator position you must have:

• Experience of working in an Estate Agency
• Have at least 2 years’ administration/secretarial experience
• Professional approach and presentation
• Friendly 'can do’ attitude
• Excellent communication skills both oral and written with the ability to produce documents quickly and accurately
• Good organisational skills
• Good IT skills (Microsoft Word, Outlook,)
• Ability to deal with customers in a friendly, positive and enthusiastic manner
• Good local area knowledge would be an advantage

This is a full time office based role and is an excellent opportunity for a positive, enthusiastic and determined individual to grow with the company.

If you are interested in this Sales & Lettings Administrator position and would like to know more please email your CV or telephone us on a strictly private and confidential basis for an informal discussion.

Due to the number of responses we receive to our advertisements we are unfortunately unable to respond individually to each applicant. If you do not hear from us within 7 days you may assume you have not been selected this time - but please apply for anything you feel you are suitable for and thank you for your interest in PEAR Recruitment.

Quantum Advisory have an exciting opportunity for a Pensions Administrator to join their team.

Location: Amersham, but currently working from home

Salary: £20,000 - £27,000 depending on relevant industry experience

Work for us and you will become part of a close-knit team that is skilled, experienced and passionate about delivering a high-quality service to clients.

Pensions Administrator - The Role:

This is an opportunity to develop your career in pensions administration. You will assist with the day-to-day administration of pension schemes, working as part of a team of more experienced administrators to deal with enquiries from pension scheme members and clients, financial advisers, employers and HMRC. The schemes that you work on will vary in size and include DB and DC schemes.

In this broad role, responsibilities will include answering queries by phone, letter and email, performing manual calculations of pension benefits, running automated calculations, arranging the payment of member benefits, assisting the team with project related work and developing knowledge of pensions and awareness of client requirements. As a Pensions Administrator you will also need to keep up to date with technical changes and mentor more junior members of staff.

Depending on your qualifications and experience, you will either be appointed at Assistant Pensions Administrator or Pensions Administrator level.

Pensions Administrator - You:

The Assistant Pensions Administrator role is ideal for a school leaver or graduate who wants to start a career in the financial services sector. If you have pensions or financial services related experience already, that's great, but not essential. If you do, then the Pensions Administrator role would be more suited to you.

Either role combines customer service and mathematical calculation aspects so communication and numerical skills are essential. You will have the opportunity to study towards relevant pensions qualifications, which are recognised in the industry, and we provide a generous study package to support this. You will ideally have experience of Microsoft Office and have an enthusiastic and flexible approach to work.

We look after our people, so we offer flexible working hours, a performance-related bonus and a structured study and training plan. With Quantum, you'll be given the chance to further develop your skills and career.

Quantum Advisory is an equal opportunities employer.

What next?

If you are interested in applying for this Pensions Administrator role, please click 'Apply' now to be directed to the online portal on our website to submit your application.

Please note the closing date for applications is Sunday 21st February 2021. We reserve the right to close this vacancy early once a sufficient number of applications have been received.

• Answering telephone enquiries
• Ensuring all email correspondence is answered
• Typing administrative letters
• Assisting the team with general administrative duties

The successful candidate for this for this NHS Administrator/Typist role must have:

• Previous administrative experience
• Previous experience working for the NHS
• Excellent telephone manner
• The ability to work independently
• Great time management skills

On offer to the candidate is the opportunity to work as an NHS Administrator/Typist for an NHS Trust in South London. The successful applicant will have demonstrable experience working for the NHS in an administrative capacity.

This is a temporary role working as an NHS administrator/typist in London. You must have previous administrative experience working within the NHS to apply.