The Duke of York’s Royal Military School seeks a Facilities Administration Assistant to serve as the main contact for the Facilities Management department. Responsibilities include managing the Facilities Helpdesk, handling inquiries, raising purchase orders, and maintaining records in the SAGE system. You will coordinate contractors, manage compliance documentation, and support the Facilities and M&E Managers with various tasks. This role is essential for ensuring smooth operations within the department.

Key Duties and Responsibilities

- Serve as the primary point of contact for the Facilities Management department, handling all incoming phone calls, emails, and enquiries.
- Manage the Facilities Helpdesk, where customers submit repair requests and other service needs. You will monitor and assign tasks to the - Facilities Management team or specialised contractors as appropriate and regularly update the Helpdesk with the status of tasks, including when they are placed on hold or completed.
- Support the Facilities Manager and M&E Manager with Facilities Helpdesk projects.
- Provide administrative support by raising purchase orders for the Facilities Manager and M&E Manager, ensuring financial approval and ordering goods from relevant suppliers. Additionally, maintain departmental records of School Purchase Orders in the SAGE system.
- Support the M&E Manager with arranging for external contractors to attend the site, such as for fire alarm servicing, gas servicing, and kitchen maintenance. This includes the raising of Hot Work Permits for contractors and Known Hazards when required.
- Support the Facilities Manager and M&E Manager in varied tasks as necessary.
- Manage the receipt of goods inwards (parcels) following the departments set procedures.
- Provide support with booking and scheduling pre-planned vehicle maintenance, including MOT inspections, repairs, and leasing arrangements.
- Manage the lost property process to facilitate the return of items to their respective owners.
- Coordinate the scheduling of all Facilities Management contractors, ensuring that health and safety briefings have been conducted and that occupants are informed of their visit.
- Maintain building records including all M&E information/manuals.
- Record and maintain all weekly compliance documentation for Legionella, fire, and gas servicing checks.
- Provide assistance to the Lettings Coordinator with events, bookings, and related tasks during peak periods.
- Other such reasonable duties as from time to time decided by Line Manager, Facilities Manager, M&E Manager or SLT.

Further Information

The role is 37 hours per week (excluding breaks), Monday to Thursday 0800am—1630pm and Friday 0800am-1600pm.
For additional details, please refer to the School's website (www.doyrms.com/staff-vacancies), where a comprehensive candidate pack and full job description are available.

Applications Process

Completed application packs should be sent by email to the HR Department at Recruitment@doyrms.com by Wednesday 9 October 2024.

CVs alone will not be accepted.

The School is committed to safeguarding and promoting the welfare of all our students. You are advised that this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and therefore this post is subject to an Enhanced Disclosure Application to the Disclosure and Barring Service (DBS). Please be aware that schools are also required to undertake online recruitment checks on shortlisted candidates under changes to Keeping Children Safe in Education.