Estates Assistant - Application Pack

ESTATES/FACILITIES ASSISTANT

APPLICATION PACK

CLOSING DATE: FRIDAY 7 JUNE 2024 AT 12 NOON INTERVIEWS: W/C 17 JUNE 2024

FULL TIME (37 HOURS PER WEEK), PERMANENT SALARY: £24,294 - £25,979

METHODIST COLLEGE INFORMATION

Methodist College Belfast is one of Northern Ireland’s leading grammar schools, providing life changing opportunities for everyone.

I am delighted that you are interested in joining the staff team here at Methodist College. As a member of staff, you will discover a celebrated tapestry of diversity, opportunity and excellence that makes Methody truly unique. Methody provides life changing opportunities for everyone and we would love you to experience that for yourself as a member of staff.

Staff at Methody are committed to making a difference to pupils, colleagues and the College community but soon discover that Methody also enriches their lives through their unparalleled staff experience. If you are an enthusiastic, committed, and progressive person ready to bring your unique gifts and talents to the College, we would love you to be part of our exceptional team.

This is a place where lifelong friendships begin, where bright futures are built, where leaders are made and where life changing experiences take place.

THIS IS METHODY.

J LENDRUM PRINCIPAL

JOB DESCRIPTION

MAIN PURPOSE

To provide secretarial and administrative support to the various support functions within the College. This includes the provision of secretarial and administration support to the Estates Manager. Part of this work will be of a confidential nature.

REPORTS TO

The Estates Manager for day-to-day management and to the School Business Manager for terms and conditions of employment.

MAIN DUTIES

• To administer the College’s hire of facilities and internal room bookings. Using EZ Facility software or Resource Scheduler software to produce invoices to hirers and make and amend bookings in accordance with the College’s procedures.

• To produce and circulate a weekly hire and room booking schedule to staff involved with room set ups and cleaning of the areas.

• To administer the minibus bookings for the College and produce a weekly booking schedule for the drivers.

• To administer the planned maintenance programme for minibuses, and specific plant and machinery.

• To book the Estates staff on to training courses as and when required.

• To assist the Estates Manager in providing a help desk system for the College in relation to Estates matters. Administering the online help desk system, directing jobs to the relevant team member or contractor, informing staff or the Estates Manger of the progress, and updating tickets when completed.

• To be one of the points of contact for contractors coming on site, ensuring sign in procedure completed.

• To provide administrative support to the Estates Manager including the recording of minutes, general administrative duties in relation to filing and word processing, and the upkeep of Estates records such as maintenance logs and health and safety records.

• To produce purchase orders and place orders with suppliers and contractors for Estates Office.

• To order first aid materials within the College.

• To order milk in line with staff requirements and advise update the delivery log.

• To update the Estates time and attendance system as required, create time sheets and overtime information for the Estates Manager to authorise.

• To assist in managing the staff car parking allocation and keep car park registers up to date.

• To assist in the administering of the Estates Office keys and issue to staff when required.

• To carry out any other duties required within your areas of competence.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible, but should be regarded as proving guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

RIGHT TO WORK

All applicants should ensure that they are free to remain in and take up employment in the United Kingdom. Successful candidates will be required to provide supporting documentation. Details of acceptable documentation are available here

PERSON SPECIFICATION

ESSENTIAL CRITERIA

1. A minimum of 5 GCSEs (Grades A* to C) including English Language and Mathematics (or equivalent or higher level qualifications).

2. At least 1 year experience in an administrative /clerical role in a busy office environment.

3. Demonstrate experience of purchasing.

4. Evidence of proficiency in the use of computer packages (to include the use of Microsoft Word, Excel and Outlook).

DESIRABLE CRITERIA

1. Previous experience of working in an administrative role within a school environment.

2. Experience of operating school-based computer systems (FMS).

The College reserves the right to use any or all the desirable criteria and to enhance any or all of the essential criteria as the interviewing panel sees fit in shortlisting for interview.

Appointment to this position is subject to the successful candidate undertaking an Access NI check and to this check being clear of any offences that may affect appointment to this post. The College’s decision on what is acceptable in terms of this check will be final. The cost of this check is £32.00 and the successful candidate will be required to pay the school for this service.

Appointment to this position is also subject to two satisfactory references being received.

All applicants should ensure that they are free to remain in and take up employment in the United Kingdom. Successful candidates will be required to provide supporting documentation. Details of acceptable documentation are available here.