Estates Admin and Transport Coordinator

Estates Admin and Transport Coordinator

Hours:

Full time (37 hours each week, all year round)

Duration:
Permanent

Salary: £28,019 a year + benefits

Location:

Cross college role (Rotherham College, Dearne Valley College and North Notts College)

Are you a highly organised multitasker with a knack for logistics? We are looking for an Estates Admin & Transport Coordinator to become the operational heartbeat of our Estates department.

This is a pivotal role that keeps our campuses running smoothly, our fleet moving safely, and our administrative systems beyond reproach. You will be the primary point of contact for the Estates Department, liaising with everyone from internal staff and students to external contractors and emergency services. You will provide vital support to the Director and the wider Estates team, ensuring seamless communication across all three of our main campuses.

• Transport & Fleet Management
  • Lead the journey:
    Manage the minibus booking calendar and scheduling.
  • People management:
    Direct line manage the team of College Drivers, overseeing rotas, route planning, and training.
  • Compliance:
    Ensure the entire Group vehicle fleet is road‑legal, managing tax, insurance, MOTs, and servicing.
  • Problem solver:
    Act as the first responder for transport‑related issues, including delays or accidents.
• Departmental Administration & Finance
  • Procurement:
    Order supplies and PPE for the Group, ensuring maximum value for money while following strict procurement procedures.
  • Financial accuracy:
    Process invoices and purchase orders and manage service contracts, ensuring remedial works and insurance records are tracked.
  • Systems specialist:
    Act as the primary admin user for our CAFM/CRM system, providing training for new starters and monitoring compliance.
• Safety & Compliance
  • Emergency response:
    Maintain radio communication and play a key role in emergency responses, including fire evacuations and directing emergency services.
  • Records management:
    Maintain vital compliance records, including COSHH, risk assessments, and equipment registers.
  • Mentorship:
    Line manage the Estates Admin Apprentice, helping develop the next generation of talent.

• Previous experience within an estates or facilities environment, with a strong administration skill set.
• Ability to work to regulations and compliance, ensuring record‑keeping and system management to a high standard.
• Excellent communication skills for building relationships across diverse teams at three sites.
• Experience in supervision or staff support, ensuring efficient service delivery.
• Level 2 (or equivalent) qualification in English and Maths (or willingness to undertake). Additional qualifications in business administration, customer service or IT systems desirable.
• Proficiency in online systems and packages such as Microsoft Office or Google Workspace.

• Access to local government pension scheme (employer contributions from 17.7% to 23.68%).
• Up to 41 days annual leave per year including closures during Christmas period.
• Access to gyms, restaurants, and salons.
• Staff health & wellbeing and benefits schemes including an in‑house Occupational Health service.
• Extensive wellbeing support through a digital Wellbeing Hub that offers a broad range of support for physical, mental, and financial wellbeing.
• Full, part‑time and flexible working hours available in many roles.
• Free parking available at all of our sites.
• Fantastic career development opportunities, including funding for teacher training, apprenticeships and other industry‑recognised qualifications.
• New FE teachers can apply for grants of up to £6,000 in STEM subjects (conditions apply) through the teacher retention initiative.
• Recruitment Referral Scheme for all employees, worth £200 per referral made.

The role reports to the Director of Estates, Security and Health & Safety. You will line‑manage the Estates Admin Apprentice and work closely with colleagues within Estates including Campus Managers, Security & Pastoral Officers, and Caretakers. You will also liaise with staff across the Group as well as external suppliers.