JOB DESCRIPTION
TITLE:
Estates Administrator
GRADE/SALARY:
Grade H
HOURS:
37 per week x 52 weeks
RESPONSIBLE TO:
Estates Manager
CAMPUS:
Langley
JOB PURPOSE:
To assist the Estates Manager in the effective and efficient
management of the Estates Department. To be the first point of
contact for callers/visitors to the Estates Department. To assist
the IT Director in placing orders and budget monitoring. To
assist the Vice Principal Finance and Resources in placing
orders and budget monitoring.
N.B. This job description is current at the date of issue. It will be reviewed annually and
may be updated by the Principal.
The main duties and responsibilities of the post include the following:-
1.
To support the administrative functions within the department. To include preparation
of quarterly meeting agendas and the taking of minutes.
2.
To prepare orders and associated paperwork for signature prior to forwarding to
Finance department. To liaise with Finance department as required.
3.
To assist in the preparation of, and the monitoring of budgets and expenditure.
4.
To maintain the budgetary control system and advise managers of any anomalies,
problems that become apparent.
5.
To maintain a filing system, including a brought forward system, both electronic and
hard-copy.
6.
To provide a high quality service to internal customers, acting as first point of contact to
visitors and caller.
7.
To assist in ensuring all aspects of the Estates department work is conducted in an
impartial or unbiased manner.
8.
To maintain records regarding the siting and use of telephone landines, arranging and
budgetary monitoring of College mobile phones, iPads, etc
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9.
To manage the issue of copy-cards to departments for use by those without access to
a departmental photocopier.
10.
To assist the Estates Manager in liaising with the College-preferred Photo-copier
supplier.
11.
To assist the IT Director in placing orders and budget monitoring.
12.
To assist the Vice Principal Finance and Resources in placing orders and budget
monitoring.
13.
To liaise with, and set up departmental accounts as required, the College-preferred
stationery suppliers.
14.
To liaise with, and order from, providers of consumables, uniform and first aid supplies.
15.
To undertake Catering KPI checks at Langley (monthly) and Windsor (quarterly).
16.
To be aware of and apply Estates Health and Safety procedures and practices.
17.
During the busy period for the Reprographics Department (September/October) to
assist with the sortation of incoming mail (Royal Mail delivery) when required.
18.
To carry out any other duties commensurate with the grading of this post as
may be required from time to time.
Note
The post will be based at one of the current College campuses, but the duties of the job may
require the post holder to work at any College campus or other location connected with the
work of the College.
It is the College’s policy to establish and maintain a Risk Register and a Risk Management
Policy. It is a condition of your employment that you become aware of these documents and
that you follow the objectives and procedures of good risk management in your areas of work.
The post holder is required to have a commitment to:
 The continuing development and implementation of the College’s Diversity & Equality
Policy.
 The management of risk within the College
 The health and safety of staff, students and visitors in general and the College’s
policies and procedures in particular.
 The principles and procedures set out in the College’s Safeguarding and Promoting
Welfare for Children & Vulnerable Adults Policy.
 The principles and procedures set out in the College’s Data Protection Policy
October 2013
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PERSON SPECIFICATION
Estates Administrator
Essential
Desirable
Source of
Evidence
EDUCATION
Maths and English qualification at Level 2 or equivalent
(GCSE Grade C or above)
Business Administration / Customer Services
Qualification (or willingness to work towards)
EXPERIENCE
Excellent telephone manner and inter-personal skills
Proven Administration Experience
SKILLS/KNOWLEDGE/ABILITIES
Demonstrable IT skills, including Microsoft Office
packages
Knowledge and understanding of the importance of
confidentiality and dealing with sensitive information
Flexible approach to working practices including the
ability to work effectively as a team member
Proven organisational skills and the ability to work
under pressure, meet deadlines and to prioritise
own workload, with minimum supervision

AF

AF


AF / IV
AF / IV

AF

AF / IV

AF / IV

AF / IV
Evidence of all of the elements marked AF or AF/IV must be present in the application form
in order to be shortlisted for an interview
All of the elements marked IV will be assessed at interview
All of the elements marked AF/IV will also be assessed at interview
All or some of the elements may be assessed by the Test/Presentation
All or some of the above elements may be assessed at interview
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