Key purpose of the role Be a primary point of contact for the Estates office when managing reception, extending a warm welcome to callers – including visitors, contractors and delivery staff. Ensuring all enquires are managed in a professional and timely manner, ensuring details are passed on to the appropriate person for action. Be the lead administrator for utility services billing, processing payments and collating utility data, coordinate technicians and engineers’ visits, ensuring meter records are kept up to date adding data to utility portals as required. Asst the Office Manager and Residential Property Team as required to provide day to day general administrative support, either directly or indirectly to all levels of the Estates Management team and the Estates trade’s teams as required. Ensure that the required compliance documents, Risk Assessments, COSHH, PPE etc, are maintained, updated and recorded accurately as required. Main areas of the role Key Responsibilities Manage the processing of Utility bills as required, collating utility data, coordinate technicians and engineers’ visits, ensuring meter records are kept up to date adding data to utility portals as required. Assist the Residential Property Team as required to provide day to day general administrative support, to include raising chits, ordering, property check in and out handovers, especially during the summer break period. To deal effectively with telephone calls, transferring callers to relevant staff and taking and passing on messages as required. Assist with the management and recording of supplier and contractor information, including DBS Certificate data into the Estates and Capital projects, Single Central Register CSR. Advise the Estates Bursar on any issues and none compliance with the SCR, DBS Checks information, Contractor code of conduct. Schedule as required into the Estates diary, contractor and visitor appointments. To follow safeguarding procedures by issuing passes and lanyards to visitors, ensuring that visitors are signed into the school and checking DBS information for visitors. Direct contractors to their area of work, issuing wayfinding maps as required. To issues appropriate keys to contractors and staff to ensure keys only access the required area, keeping records of keys issued and returned. Undertake routine administrative procedures as required, including the creation and maintenance of files and filing systems, collation of manual data, photocopying, scanning, distribution of information as required. To assist with receiving and signing for packages and deliveries. Issue fuel card upon request and record usage for use by the transport department. Distribute vehicle check lists to vehicle users and return to the Transport Manager as required. Assist with the production of the pupil and departmental recharges list and provide to the accounts department as required. To liaise with and to support the Estates Managers, to ensure any requested procurement of all necessary General Stores provisions, additional items or services associated to the running of the department are ordered and recorded correctly as required. Liaise with Accounts to set up new suppliers. Log service calls with suppliers and contractors as required. Raise Purchase orders as required, ensuring the correct main and sub budget area is used. Process invoices and credit notes from supplies as required, ensuring the correct coding and challenging any that do not appear to be correct. Assist with the weekly accounts download process as required. Assit with the allocation if jobs requested via Quadpro to correct team leaders and trades as required. Assist with monitoring completed works in Quadpro and close works requests, assisting the Team Leaders and Trade staff as required. Assist with and maintain the annual PPM Contracts lists and schedules, ensuring all service records are stored correctly as required Assist with all filing for contractors and compliance reports Manage the provision of staff uniforms maintaining stock levels, issuing stock and recording issues and replacement to all staff. Manage the provision of staff PPE maintaining stock levels, issuing stock and recording issues and replacement to all staff. Manage the register of small plant and hand tools purchased and issued to trades staff and other College staff such as Housemen. Assist with the production and management of Chemical Data (COSHH). Assist with review and updating of departmental Risk Assessment (RA). Manage and record petty cash transactions. Order Catering Supplies as required. Be responsible for your allocated workload and must meet all targets as agreed with your line manager. You must contribute towards the smooth running of the organisation generally.