ESTATES OFFICER FACILITIES & COMPLIANCE
APPLICATION PACK
FULL TIME, 37 HOURS PER WEEK, PERMANENT SALARY: £34,434 - £37,280
CLOSING DATE: FRIDAY 3 OCTOBER 2025 AT 12 NOON INTERVIEWS: WEDNESDAY 15 OCTOBER 2025 AM
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
JOB PURPOSE
To ensure the effective operation, coordination, and compliance of facilities across the estate. The Estates Officer will coordinate the day-to-day operations, and ensure that all facilities meet legal, safety, and operational standards by maintaining the CAFM system, ensuring accurate documentation. The role also includes managing facilities hire and bookings to deliver a great stakeholder experience.
MAIN DUTIES AND RESPONSIBILITIES
Facilities Coordination
• Manage the Facilities Helpdesk and Triage, assign, and track reactive work progress.
• Coordinate maintenance and repairs projects across the estate.
• Liaise with contractors, suppliers, and internal teams to ensure timely and cost-effective delivery of Services.
• Monitor service level agreements (SLAs) and performance of outsourced facilities services.
• Maintain accurate records of assets, maintenance schedules, and service histories.
• Ensure BEMS Schedules and adjustments are coordinate modifications.
• Procure consumable items such as cleaning supplies and grounds maintenances etc are ordered and stocked appropriately.
• Maintain 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.
Facility Compliance & Safety
• Ensure compliance with statutory regulations including health & safety, fire safety, environmental standards, and building regulations.
• Assist and conduct regular audits and inspections to identify risks and ensure corrective actions are implemented.
• Maintain and update compliance documentation, including risk assessments, permits, and certifications.
• Maintain the statutory compliance logbooks, ensuring certificates, inspection reports, and remedial actions are current and accessible.
• Manage asbestos register controls, water hygiene schemes, and O&M documentation for minor works.
• Coordinate fire safety arrangements: drills, weekly tests, evacuation plans, and fire warden support.
• Ensure contractors and Estates staff follow the local H&S management system, including risk assessments, RAMS, and Permits to Work.
• Support emergency planning and business continuity efforts.
• Procurement and maintenance of Safety equipment & consumables such as fire blankets, first aid items.
Facilities Hire & Bookings
• Manage room, facilities and vehicle hire process, including handling enquiries, confirming availability, issuing booking confirmations and amend bookings in accordance with the College’s procedures.
• Maintain an up-to-date booking calendar for meeting rooms, event spaces, and shared facilities.
• Coordinate set-up and breakdown of rooms for events, meetings, and external hires.
• Liaise with internal teams and external clients to ensure requirements are met.
• Ensure compliance with health & safety and fire regulations for all events and hires.
• Track and process hire charges, raise invoices, and monitor payments.
• Maintain accurate records of bookings, usage, and revenue.
• Act as the main point of contact for facility hire enquiries.
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
• Minimum of 5 GCSEs at (Grades A* to C) including English Language and Mathematics (or equivalent or higher level qualifications).
• At Least 2 Years experience in facilities/maintenance coordination.
• Demonstratable experience of procurement.
• Strong understanding of compliance requirements in building and facilities operations.
• Working knowledge Health & Safety Legislation NI and Approved Codes of Practice associated with the Built Environment.
• Evidence of proficiency in the use of computer packages (to include the use of Microsoft Word, Excel and Outlook) and CAFM software.
• Strong planning, prioritisation, communication and stakeholder management skills.
DESIRABLE CRITERIA
• NEBOSH General Certificate.
• City & Guilds / NVQ in a construction related subject.
• Experience with BEMS.
• Previous experience of working in an administrative role within a school environment.
• Experience of operating school-based computer systems (FMS).
PLEASE NOTE
The College reserves the right to use any or all of the desirable criteria and to enhance any or all of the essential and/or desirable criteria as the interviewing panel sees fit in short listing for interview.
Appointment to this position is subject to the successful candidate undertaking a criminal records check through Access NI and to this check being clear of any offences which might affect appointment to this post. The College’s decision on what is acceptable arising from this check is final. The cost of this check is £32.00 and the successful candidate will be required to pay the school for this service.
