Job Description:

Job Title: Facilities Administration Assistant

Location:Waterlooville, Hampshire

Salary: £25,186 - £26,244 FTE (£12,242.18 - £12,756.44 Actual) - C1 - C5

Job Type: Permanent, Part Time - Term-time only plus 2 weeks, 39 + 2 wks per year

Hours:20 hrs per week - Monday to Friday - 4 hours to be worked each day between 9am and 3pm (with no break)

The Governors are seeking to appoint a motivated and enthusiastic Facilities Administration Assistant. The successful candidate will be responsible for the delivery of technical administration in support of the Facilities Management Team. To maintain records in relation to statutory testing, risk assessments, planned property maintenance, reactive maintenance, and health and safety. The role will also include administration for school lettings and Health & Safety duties.

If you are a Catholic, you will understand the distinctiveness of Catholic schools such as Oaklands and this will be attractive to you. You do not have to be a Catholic to work at Oaklands; the Governors welcome applications from candidates of differing faith backgrounds or none who can be supportive of the school ethos.

The principal responsibilities:

Health and Safety

• To coordinate the day-to-day administration of all documentation and records related to the compliance of the Health & Safety at Work Act, Fire Emergency Evacuation procedures, COSHH, Electricity at Work Act, Asbestos Management, Legionella management, and any other statutory requirements.
• Act as the secretary to the School's Health and Safety Committee and ensure the main Health and Safety noticeboard is kept up to date.
• To undertake the duties of a fire marshal and maintain an up-to-date list of fire marshals. Be a trained fire Marshal and act as a reserve Marshal, assisting the Fire Co-ordinator with paperwork and reports after an evacuation.
• Ensure the register of all risk assessments held in the school is maintained. Advise departments of risk assessments due for review and report any out-of-date records to the Estates Manager.
• Assist the Estates Manager in recording the actions arising from health and safety and site inspections and ensuring subsequent action is taken.
• Maintain the correct documentation to evidence compliance of the school site with legislation on accessibility as defined by the Disability Discrimination Act.
• Assist the Estate Manager with the monitoring of the DSE reports from staff and procure equipment as required.

Premises

• Maintain the register of rolling programme of planned and preventive maintenance, liaising with the M&E Contractor helpdesk staff as appropriate, booking in annual services and reactive work as it arises.
• Ensure that the reactive maintenance/defect reporting system is maintained according to site wide priorities and that an effective response mechanism exists for reporting and resolving issues.
• Assist the site team in undertaking all required statutory testing, maintain records of all statutory testing, raise defect requests and purchase orders to resolve any issues raised.
• To raise purchase orders for premises related goods and services under the direction of the Estates Manager.
• To maintain all records relating to the safe operation of school minibuses, including arrangements for maintenance, repairs, and MIDAS assessments.

Management and use of site

• Assist the Site Team in the administration of the physical arrangements for on-site activities beyond the school day. This includes managing all lettings, ensuring they are booked onto the room booker and the Site team have a copy of the letting diary.
• Ensure all hirers have received booking confirmations and that all paperwork, Public Liability Insurance, risk assessments, and safeguarding confirmations have been received.

Contracts

• Maintain a record of all contracts, service level agreements, leases and hiring of goods, services and equipment, including contract duration, scope, cost and review dates.
• Maintain a record of all issues raised in relation to the cleaning contract and liaise with the cleaning supervisor to ensure they are aware of the issues.

About you:

Essential:

• 4 GCSEs (or equivalent) 5-9 and above (including Maths and English)
• Good knowledge of Health and Safety legislation
• Skilled at paying attention to accuracy and detail
• Good verbal and written communication skills
• Demonstrate the ability to organise workload and prioritize tasks
• Good IT skills
• Displays commitment to the protection and safeguarding of children

Desirable:

• Knowledge of maintenance activities
• Ability to assist students if required
• Willingness to train as Fire Warden/First Aider

Additional Information:Please note all staff will be required to complete and obtain a clear Enhanced DBS. All applicants must evidence Right to Work.

Closing Date: Sunday 17th May 2026 5pm

Interviews: Week commencing 18th May 2026

Please note that once you have applied for the role you will be sent an email with an application form to fill in.

This form will need to be fully completed and returned for your application to be considered.

Please click the APPLY to submit your application for this role and you will be sent an email with application forms to complete.

Candidates with experience of Facilities Maintenance, School Caretaking, or Estates Management are encouraged to apply.