Estates Administrator
THE ROLE The Estates Administrator will provide support to the Estates Manager to ensure the department is effectively and efficiently managed. The Estates Department is responsible for the care, operation and maintenance of the school and its buildings and grounds to maintain and enhance the environment for students and staff.
Key Responsibilities Administration • Providing comprehensive administrative support to the Estates Manager and, as appropriate, Heads of Department, including Maintenance, Grounds, Security and Housekeeping; • Managing the diary of the Estates Manager and supporting him appropriately with correspondence and communications generally as required; • Preparing agendas for and taking minutes at all Operational Management Team meetings; • Managing an effective filing system for approved contractors and suppliers, Estates Department records and maps/plans; • Daily collection/distribution of departmental mail; • Ensuring the monthly credit card return of the Estates Manager is processed accurately and on time; • Maintaining a schedule of Fettes College staff accommodation, in conjunction with the Human Resources Manager, to include plans, records and reports of regular visits, inventory and, via the school’s works request system, any planned or unplanned maintenance. Procurement • Maintaining a schedule of long term contracts or arrangements, liaising with those responsible for their day-to-day operation, arranging twice yearly meetings with relevant stakeholders, identifying when contracts are nearing their termination or warrant review and assisting the Estates Manager in any price comparison and/or retender process; • Administering all external coach transport requirements of the College for fixtures and events; • Ordering items of furniture, white goods, small electricals and other items as required for operational needs and typically as requested by the Head of Maintenance; • Processing and correctly coding incoming invoices from suppliers and contractors; • Undertaking any other duties which are related to the responsibilities of this post as may be delegated by the Estates Manager from time to time.
Given the location of the Estates office adjacent to the main entrance and the attached security department, it is envisaged that this role will include a front of house responsibility when welcoming visitors to Fettes. These visitors will inevitably include parents, prospective parents and parents visiting from other schools and it is imperative that the first and indeed every interaction they have with Fettes is positive. The Estates Administrator’s location will be in a reception style environment and so the person will potentially, be client facing throughout the day. With that in mind, it is essential that the Estates Administrator also exhibits a substantial degree of confidence and calm efficiency and is at the same time always engaging and personable in their dealings with visitors. PERSON SPECIFICATION Experience • Administration and purchasing experience; • Outstanding attention to detail, including the ability to produce work of high quality and accuracy including proofreading; • Excellent IT skills; • Exceptional written English; • The ability to prioritise workload and remain calm under pressure; • Ability to work as part of a multi-disciplined team; • A working knowledge and understanding of contracts and pricing would be desirable. Personal Qualities • • • • • •
Confidentiality, discretion, diplomacy, and integrity; Personable, approachable and an open manner; The ability to communicate with people at all levels and all ages; An appreciation of the needs of staff in a boarding school environment; Willingness to work flexibly and adapt to change; Confident, engaging and professional in dealing with front of house responsibilities; • Smart and professional in presentation.
BENEFITS Reporting to the Estates Manager, the role is located within the Estates Office. The hours or work are 9 am to 5 pm, Monday to Friday, with a one hour (unpaid) lunchbreak. You will be entitled to 30 days’ holiday during the School Year (September to August) plus 8 bank holidays. You will be opted into the Fettes Trust Non-Teaching Staff Pension Scheme after 3 months service. This scheme is a money purchase one and full details of it and your options will be made available to you prior to your opt-in date. The College operates a pension matching scheme up to 10%. Lunchtime meals may be taken in the Dining Hall free of charge during term time and when catering is provided and at other times, when catering is provided and you are on duty. Parking is free of charge within the campus grounds. Gym membership at Westwoods Health Club, an exceptional Employee Assistance Programme and a Death in Service benefit are also available. APPLICATION PROCESS To apply please submit your CV and a covering letter outlining your suitability for the role via email by Tuesday, 22nd March 022 to recruitment@fettes.com with interviews being held week commencing Monday, 28th March 2022. If you would like further information prior to applying for this role, please contact Mr Richard Petrie, Estates Manager via r.petrie@fettes.com. An offer of employment will be subject to two satisfactory references being obtained from your referees and a clean report being obtained on you from the Disclosure Scotland PVG Scheme in view of the contact you will have with children during your normal duties. We are keen to welcome applicants from diverse backgrounds into our staff body. If you would like a friendly conversation with an employee who identifies as an ethnic minority, please feel free to contact Sara Medel Jiménez (s.medeljimenez@fettes.com) who will be happy to share her experience of Fettes College.
ABOUT FETTES Fettes College is a leading HMC co-educational boarding and day school close to the heart of Edinburgh. It has a strong tradition of academic, sporting and cultural excellence underpinned by outstanding pastoral care. Fettes opened its doors in 1870 and became fully co-educational in 1980: it is now an independent school of some 800 boys and girls. There are 598 students in the Senior School (13-18 years) and 202 students in the Preparatory School (7-13 years). The academic staff in the College consists of the Head and 91 full-time members of the Common Room. Our Prep School shares the same site and consists of a further 29 full-time teaching staff. The school stands on a magnificent site of approximately 100 acres, but still within walking distance of Edinburgh’s city centre. The historic main building holds the Chapel, Library, the English, Classics and History Departments as well as the Medical Centre and two boarding houses. A large newly built teaching block (the Spens Building) houses Art, Modern Languages, Mathematics, Economics, Geography, and Music. The Theatre, Science Laboratories and Dining Hall are adjacent. The Preparatory School and seven further boarding houses (including a purpose-built U6th House) are also on the campus. Our sports facilities (including extensive playing fields, two all-weather pitches and a private Health Club) are excellent. As well as our teaching staff we employ over 220 Non-Teaching Staff across the many departments, including; Estates, Security, Housekeeping, Finance, Admissions and Marketing with a pervading sense of community amongst staff, students and parents alike.
The Aims of the College Fettes College aims to nurture the individual while fostering a happy, wellordered and caring community with strong family values at its core. To this end, we will do our utmost to ensure our students: • Receive the highest possible quality of education within a boarding environment • Feel safe, valued, have a sense of personal worth and are thoughtful and considerate of the needs of others, possessing a willingness to take on responsibility • Develop their self-confidence, integrity, emotional resilience, loyalty, good manners and humour, leadership skills and team-work • Value a sense of community and service, and develop a clear sense of right and wrong, equipping them for life beyond Fettes • Are provided with equal opportunities regardless of gender, sexuality, ethnic origin or religion • Are encouraged to stretch and challenge themselves in everything they undertake