Working Pattern: Monday – Friday, 07:15 – 16:15 plus one-hour unpaid break
The Facilities & Operations Administrator will play an important role within the Facilities team, ensuring the smooth running of the department and across the School.
Key Outputs & Responsibilities:
Facilities Administration
* Provide comprehensive administrative assistance to the estates team, including scheduling meetings, managing calendars, preparing reports, and maintaining accurate records and documentation. Develop and maintain office systems, including data management and filing.
* Assist in maintaining and organising documents, contracts, permits, and other legal and operational records related to the organisation's estates, ensuring their accuracy, accessibility, and compliance with regulations.
* Assist in monitoring budgets, processing invoices, tracking expenses, and maintaining financial records related to estate projects and activities.
* For tasks which exceed the Estates and Operations team’s skill sets, organise and liaise with approved Contractors to complete routine maintenance as necessary.
* Reconcile Contractor invoices with Purchase Orders for the Head of Estates and Operations to authorise final payment.
* Support the Head of Estates and Operations to co-ordinate meetings with Service Providers and 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 as applicable.
* Assist the Estates Operations Department with report writing for various forums including Board, Executive and School Committee’s.
* Support the Head of Estates and Operations to review and tender materials, equipment and consumables, creating and 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
* In liaison with the COO and the Head of Estates and Operations, review contracts and costs of school on an annual basis researching and collating information on possible alternative providers where appropriate. Supporting tenders where necessary.
* Manage the purchasing and oversee the supply of School and Nursery purchased milk. Euclid rooms and Mayfield Sports Centre Bookings
* Receive and coordinate bookings for Euclid rooms, and Mayfield Sports Centre customer bookings, ensure that invoicing is complete, and payment is received. Contact customers for debt recovery as necessary.
* Assist the Head of Estates and Operations in improving the booking system and developing new business in connection with the school’s facilities and transport.
Transport Co-ordination
* In liaison with the COO and the Head of Estates and Operations, review contracts and costs of school transport on an annual basis researching and collating information on possible alternative providers where appropriate. Supporting tenders where necessary.
* To develop and maintain a good working relationship with transport providers and drivers.
* Audit approved transport providers checking bus safety records and driver licence and disclosure compliance for example.
* Act as a central point of contact in the event of any delays to the school buses to and from school. Communicating in a timely manner with pupils, parents and staff as appropriate.
* Liaising with the Finance Department in relation to pupil passenger names and numbers using the School buses.
* Produce and issue School bus passes in advance of each session.
* Check and ensure that bus passes are routinely inspected by the bus drivers and that passengers are registered to use the designated bus service. Reconciling with finance as necessary.
* Act as a primary point of contact for any disciplinary incidents occurring on School transport. Where appropriate liaising with respective Teachers, Deputy Heads and Deputy Rectors.
* Assist with ensuring that pupils who have missed the School bus are safe, and parents are aware.
* Co-ordinate School transport for trips, events and PE/Games fixtures. Liaising with the relevant members of staff to ensure that the most suitable and efficient transport is organised dependant on the information provided including numbers, destination(s) and budget. Ensure use of Schools own vehicles where most efficient and practicable.
* Co-ordinate and liaise with the transport provider on school trip transport arrangements including flight information in respect of flight transfers to and from airports.
* Ensure transfers to and from Mayfield Sports Centre run smoothly. Ensure that there is suitable supervision allocated to this service. Liaise with transport providers during each session to set timetables.
* Ensure all transport cancellations are communicated to the transport provider in a timely manner, minimising any unnecessary costs.
* Manage parent enquiries about bus transport costs, routes etc.
* Reconcile transport invoices and authorise the Finance Department to make payment.
* In liaison with the Health and Safety Advisor, ensure that Schools own transport is safe, compliant, and fit for purpose. Organise maintenance and inspection as necessary.
Person Specification
Essential:
* Relevant experience in administration and logistics
* Organised, with strong attention to detail
* Proactive and independent worker with a high level of initiative.
* Reliable and punctual with a strong sense of responsibility.
* Flexibility to adjust schedules and respond to ad-hoc requests.
* Ability to remain calm and act swiftly in emergency situations.
* Positive and approachable demeanour for effective collaboration with the school community.
* The ability work within a team
* Excellent oral and written communication skills
* Excellent observational and organisational skills
* High standard of IT skills
* Ability to communicate and liaise effectively and sensitively with parents
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
At the High School of Dundee, our unique location in the heart of the city is a major strength, helping our pupils feel connected to the real world, creating fully rounded and grounded young people. The school currently has over 900 pupils, from age 3-18, who divide their time between our main city centre campus and our extensive sports facility, Mayfield.
Our approach is built on a profound belief that if young people are valued, supported known, and engaged in their learning, they can achieve amazing things. We have a long track record of outstanding exam results, which we owe to our rigorous approach, expertise built up over many years and a genuine desire to see our pupils realise their potential.
In our Primary School, the children work daily on the crucial building blocks of literacy and numeracy, but the focus is also on making learning fun, engaging and wide-ranging. And in the Senior Years, choice is paramount. In S3, our pupils can choose eight subjects to focus on, while in S5 they can select from 25 subjects at Higher level. At Advanced Higher, 23 subjects are available.
The timetabling of exciting new interdisciplinary STEM Innovation and Business Enterprise courses, in addition to computer science for all, has embedded Future Skills into our curriculum. In tandem, the development of partnerships with local businesses is allowing us to provide real world learning opportunities which further enriches our pupils’ learning.
A focus on the essential importance of Pastoral Care and on encouraging all pupils to make the most of the opportunities presented by our vibrant and extensive co-curriculum, helps create an environment in which the School’s Core Values are ever-present and where the desire to learn, support one another and grow is embraced by all.