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Overview
The Facilities & Operations Administrator will play an important role within the Facilities team, ensuring the smooth running of the department and across the School. Working Pattern: Monday – Friday, 07:15 – 16:15 plus one-hour unpaid break.
Base pay range
See above for working pattern and base pay range information.
Key Outputs & Responsibilities
* Facilities Administration: provide comprehensive administrative assistance to the estates team, including scheduling meetings, managing calendars, preparing reports, maintaining accurate records and documentation, and developing/maintaining office systems (data management and filing).
* Assist in maintaining documents, contracts, permits, and other legal/operational records related to the organisation\'s estates; ensure accuracy, accessibility and regulatory compliance.
* Monitor budgets, process invoices, track expenses, and maintain financial records related to estate projects and activities.
* Coordinate with approved Contractors for tasks beyond the Estates and Operations team\'s scope.
* Reconcile Contractor invoices with Purchase Orders for approval by the Head of Estates and Operations.
* Support the Head of Estates and Operations to coordinate meetings with Service Providers, Contractors and other School personnel as necessary.
* Reconcile, record and report Facilities department attendance and hours worked (including overtime, on-call and call out hours where applicable).
* Assist the Estates Operations Department with report writing for various forums (Board, Executive and School Committee\'s).
* Assist with reviewing/tendering materials, equipment and consumables; create and maintain an approved supplier list.
* Purchase materials and equipment from approved suppliers as appropriate and necessary.
* Oversee stock holding and inventory for fast-moving and consumable items and equipment.
* Catering: review contracts and costs on an annual basis, researching possible alternative providers and supporting tenders where necessary.
* Manage purchasing and supply of School and Nursery milk; handle bookings for Euclid rooms and Mayfield Sports Centre; coordinate bookings and ensure invoicing and debt recovery as needed.
* Assist in improving the booking system and developing new business for the school\'s facilities and transport.
* Transport Co-ordination: review contracts/costs of school transport annually, develop relationships with transport providers, audit safety records and driver compliance, and act as central contact for delays in school buses.
* Coordinate pupils\' transport needs, issue bus passes, reconcile with Finance, and ensure safety and regulatory compliance for school transport.
* Coordinate transport for trips/events, ensure efficient use of School vehicles where possible, and manage cancellations to minimise costs.
* Work with Health and Safety Advisor to ensure transport is safe, compliant and fit for purpose.
Person Specification
Essential
* Relevant experience in administration and logistics
* Organised with strong attention to detail
* Proactive and independent, with initiative
* Reliable, punctual, and responsible
* Flexible to adapt schedules and handle ad-hoc requests
* Calm under pressure; able to respond quickly in emergencies
* Positive and approachable; good collaboration with the school community
* Ability to work within a team
* Excellent oral and written communication skills
* Strong observational and organisational skills
* High standard of IT skills
* Ability to liaise effectively with parents and other stakeholders
Interested candidates are welcome to make informal enquiries in advance of the closing date.
Closing date is Monday 15 September 2025 @ 10am
Interviews will take place in person at The High School of Dundee on 18 & 19 September 2025.
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About The High School Of Dundee
The High School of Dundee is located in the heart of the city, serving over 900 pupils aged 3-18, with campuses at the main city centre and the Mayfield sports facility. Our approach emphasises high standards, pastoral care, and a broad co-curricular program.
Seniority level
* Entry level
Employment type
* Contract
Job function
* Management and Manufacturing
Industries
* Staffing and Recruiting
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