Estates and Operations Department Administrator

Estates and Operations Department Administrator

Number of Positions: 1

Contract Type: Full Time Permanent

£32,000 - £34,000 per annum, dependent on experience

Working Hours: 08:00 - 17:00, Monday to Friday

Location: London

Closing Date: 19/06/2026

Job Category: Administration

Business Unit: Administration & Support

Required for: as soon as possible

Location: Deans Yard - Westminster School

Contract: full-time, permanent

Working hours: 08:00 - 17:00, Monday to Friday with an hour unpaid lunch break

Salary: £32,000 - £34,000 per annum, dependent on experience.

Benefits of working at Westminster include:

• Free access to the School’s leisure facilities, including a fitness gym (restricted hours).
• Cycle to Work Scheme and season ticket loans following completion of our standard probation period.
• Private medical insurance (opt in).
• Discretionary Christmas shutdown period.
• School fee remission (subject to meeting admission requirements).

Free school meals are also available when on-site during working hours for the role.

The Final date to receive applications is midday on Friday 19th June. Interviews will take place shortly after the closing date.

We are looking for an exceptional individual to work as part of our Estates and Operations Team. They will provide high‑quality administrative and operational support of the Estates department working across both schools, ensuring a high quality and cost‑effective facilities management service.

The post holder will provide safe, efficient and compliant administration of the Estates department, ensuring all records and processes are maintained and regularly updated. This includes compliance records, maintenance documentation and communication processes to contribute to a well‑maintained educational environment.

• Collate and maintain accurate records of estates documentation including statutory certificates, service reports, and maintenance schedules.
• Support the coordination of planned and reactive maintenance across multiple school sites and monitor the works docket system.
• Prepare correspondence reports and date summaries for the Head of Facilities / Estates and senior management.
• Manage contractors’ documentation including risk assessments, insurance certificates, and any onboarding needed as required from the People department, including DBS Compliance.
• Work with Head of Facilities to keep up to date records on the vehicle fleet ensuring that the minibuses are maintained in accordance with the relevant policies the vehicle bookings across the schools and servicing of the School’s fleet.
• Record and collate all utility readings for both schools and investigate discrepancies.
• Ensure the distribution of deliveries and escort contractors when required to do so.

• Function as a central point of contact for the estates queries from both schools, contractors and external stakeholders.
• Coordinate site visits, permits to work, and access arrangements.
• Support the dissemination of estate‑related update, compliance reminders, and procedural guidance.
• Support the Director of Estates and Operations with recording and monitoring the training needs of the department.
• Working with the Head of Legal, Risk & Assurance and Health & Safety Manager to ensure members of the department are up to date with their respective training.

• Maintain central compliance trackers covering fire safety, asbestos, water hygiene, electrical testing and other statutory areas.
• Assist in preparing documentation and evidence for internal audits and external inspections which are inspection ready.
• Ensure estates policies, risk assessments, and statutory records are up to date and properly recorded.
• Assist with some auditing across the properties.
• Ensure compliance with health and safety, safeguarding and regulatory requirements, working with the People and the Legal, Risk & Assurance team as required.

• Support procurement activities, tender processes, and supplier performance tracking.
• Maintain contractor and supplier databases to ensure current and compliant documentation.

• Support the Director of Estates and Operations…