College Facilities Co-ordinator

We are seeking a College Facilities Co-ordinator to assist at head office with administration, compliance co-ordination, data management and analysis for OHC&AT. Reporting to the College Facilities Co-ordinator, you will build strong relationships with facilities teams, assisting to ensure sites operate efficiently and compliantly.

Key Responsibilities:

Your responsibilities will include:

• Providing comprehensive administrative and operational support to the Estates & Facilities Team.
• Line managing and supporting the Facilities Administrative Assistant, including workload planning, supervision, and performance management.
• Managing the College fleet, ensuring vehicles remain legally compliant with servicing, MOTs, insurance, tax, safety inspections, Permit 19 requirements, driver licence checks, and Blue Badge applications.
• Maintaining accurate fleet records, processing incident reports, monitoring driver logs, coordinating training, and managing vehicle hire arrangements.
• Supporting Facilities Business Partners with work scheduling, staffing coordination, and service delivery monitoring.
• Managing electronic and paper-based records, ensuring documentation is organised, accurate, and readily accessible.
• Supporting the administration and continuous improvement of the iAM Compliant Facilities Helpdesk and Compliance System.
• Uploading service reports, recording meter readings, scheduling planned and reactive maintenance, and auditing helpdesk tasks.
• Monitoring compliance across College sites and supporting actions required to maintain statutory compliance.
• Managing facilities resources, raising purchase orders, and supporting procurement processes.
• Maintaining contract registers, monitoring contractor performance and KPIs, and ensuring Planned Preventative Maintenance (PPM) activities are completed on time.
• Maintaining records for MIDAS certificates, key holders, access controls, alarms, and critical site information.
• Coordinating meetings, taking minutes, maintaining financial records, and supporting the wider Estates & Facilities Team with day-to-day administration.

• College and Academy sites, escalating any missing or overdue items to the Facilities Coordinator.
• Collate, verify, and store all compliance documentation (e.g., certificates, reports, service sheets), assist with maintaining accurate records and databases, analyse compliance data to identify trends or gaps, and support audit, inspection, and reporting preparation.

Key Requirements:

• Maths and English GCSE Grade C/4 or equivalent.  
• Experience of Facilities, Compliance, and data management.
• Knowledge of H&S regulations and legislation including COSHH and Risk Assessments.
• Knowledge of MS Office systems, intermediate level.  
• Good oral and written communication skills.