Estates Admin and Transport Coordinator
Full time (37 hours each week, all year round)
Permanent
£28,019 a year + benefits
Location: Cross college role (Rotherham College, Dearne Valley College and North Notts College)
About the Role
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 internal staff, students, external contractors and emergency services. You will provide vital support to the Director and wider Estates team, ensuring communication across all three campuses.
Key Responsibilities
* Transport & Fleet Management
o Manage the minibus booking calendar and scheduling.
o Directly line‑manage the team of College Drivers, overseeing rotas, route planning, and training.
o Ensure the fleet is road‑legal: tax, insurance, MOTs, and servicing.
o Act as the first responder for transport‑related issues, including delays or accidents.
* Departmental Administration & Finance
o Order supplies and PPE, ensuring value for money and following procurement procedures.
o Process invoices, purchase orders, and manage service contracts.
o Act as the primary admin user for CAFM/CRM system, providing training for new starters and monitoring compliance.
* Safety & Compliance
o Maintain radio communication and support emergency responses, including fire evacuations and directing emergency services.
o Maintain compliance records (COSHH, risk assessments, equipment registers).
o Line‑manage the Estates Admin Apprentice, supporting development.
Qualifications
* Previous experience in an estates/facilities environment with strong administration skills.
* Knowledge of regulations and compliance; high‑standard recordkeeping and database management.
* Experience supervising staff and managing workloads.
* Level 2 (or equivalent) qualification in English and Maths (or willingness to undertake). Additional qualifications in business administration, customer service or IT systems are desirable.
* Proficient in Microsoft Office, Google Workspace, and other online systems.
Benefits
* Access to local government pensions scheme (employer contributions from 17.7% to 23.68%).
* Up to 41 days annual leave per year, including closure during Christmas period.
* Access to our gyms, restaurants and salons.
* Staff health & wellbeing schemes including in‑house occupational health service.
* Extensive wellbeing support via a digital Wellbeing Hub.
* Full, part‑time and flexible working hours available in many roles.
* Free parking at all of our sites.
* Career development opportunities, including funding for teacher training, apprenticeships and industry‑recognised qualifications.
* Recruitment Referral Scheme for all employees, worth £200 per referral.
Reporting to
Director of Estates, Security and Health & Safety. Line‑manages the Estates Admin Apprentice and works with Campus Managers, Security & Pastoral Officers, Caretakers, and other Estates staff.
Legal & Other Requirements
* All candidates must have the legal right to work in the UK.
* All new employees required to undertake a DBS check and other associated checks in line with safeguarding guidance.
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