Administrator

Description:

Estate Office Administrator

Godalming

Job description

Charterhouse is a beautiful school and a wonderful place to live and work.

It was founded in 1611 and moved to its present magnificent 250-acre site near Godalming in Surrey in 1872.

Few schools can offer such a splendid backdrop for teaching and learning, and the School community is very strong, with excellent relationships between pupils and staff.

As part of our ambitious plans, and building on the success of our mixed Sixth Form, we have recently moved to full coeducation, with girls now in every year group.

The pupil roll will grow over the next decade from 940 today to around 1,000, with the increase representing additional places for girls.

The School is seeking an Estate Office Administrator to provide administration and record management support to the Estate department office.

This is a wonderful opportunity to work in busy and thriving department that looks after the School's buildings, residential properties and utilities.

An attractive salary is offered, together with benefits including membership of the Sports Club, Employee Assistant Programme, cash health plan and contributory pension scheme

Main Duties and Responsibilities

Records Administration

Assist with the administration of an electronic database containing relevant Estate-related information and maintaining the data in such a way that information on all parts of the Estate are not only filed correctly, but can be extracted easily and swiftly, to respond to support the needs of the capital projects and routine maintenance

Estate Office Administrator - Including but not limited to:

* Storing, arranging, indexing and classifying estate office records;

* Maintaining both paper based and electronic filing system including cloud-based storage and maintaining this to meet administrative, legal and financial requirements;

* Filing O&M manuals and site records.

* Responsibility for training personnel in accessing records and documents

* Ensuring the implementation of retention and disposal schedules;

* Implementing records systems, new records management policies and classification systems as required

* Implementing changeover from paper to electronic records management systems;

* Preserving corporate memory and heritage;

* Enabling appropriate access to information;

* Responding to internal and/or external information enquiries;

* Advising staff in other departments on the management of their records and information

Estate Office Administrator - Estate Department Reception

* Delivering a first line response to all telephone calls, emails and face to face enquiries into the Estate Office. Working with the Estates Office

* Administrative team to ensure reception is manned throughout the working day.

* Maintaining a positive image for the Office, by keeping in tidy and presentable, for internal and external visitors.

* Meeting and greeting visitors, ensuring - where appropriate - they have been signed into the necessary visitors’ computerised log and issuing them with requisite badges and issuing/receiving back keys.

Office Administration

* Providing assistance in other administrative activities such as filing, photocopying, sorting and distributing post, and maintaining administration systems.

* Supporting the Estate Department as required, such as placing orders for equipment and other supplies and following up deliveries.

* Monitoring stationary levels & re-ordering where necessary.

* Monitoring PPE uniform & re-ordering where necessary.

* Booking rooms & meetings through our in-house computerised system.

* Logging work tickets & updating through our computerised system.

Estate Office Administrator - Other Responsibilities

* Responsible for purchases within a pre-authorised budget, as agreed with the Estate Bursar and the Estate Office Business Manager.

Systems and Software in use in the Estate Department, include:

* Bespoke reservation system

* Bespoke helpdesk system for submitting maintenance requests from internal staff

* Visitors’ system

* Microsoft Office 2019 - Word, Excel, PowerPoint, Outlook, Office 365

* Microsoft Exchange

* Sicon purchase order system

* Message save and Teams