ESTATES ADMINISTRATOR
THE SCHOOL
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 780 students. There are 590 students in the Senior School (13-18 years) and 190 students in the Preparatory School (7-13 years). The academic staff in the College consists of the Head and 90 full-time members of the Common Room. Our Prep School shares the same site and consists of a further 30 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 purpose-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 Craigleith, our U6th House, specifically designed to prepare students for university) 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 Operational 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, well-ordered 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, 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 teamwork.
• 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 and identity, sexual orientation, disability, ethnicity or religion.
• Are encouraged to stretch and challenge themselves in everything they undertake.
The Vision and Context
Fettes College’s vision and strategy (Fettes Moving Forward: A place to live. A place to learn. A place to grow.) are founded on the four key strands of learning, wellbeing, our community and our people, each of which is integral to the ongoing success and growth of the school. There are many parts to all these strands, including the design of a curriculum for the future, further broadening our engagement in and with the local community and, of course, our steadfast belief in promoting a full boarding ethos but crucial to each in some way is the improvement and/or development of facilities to allow the vision to be fully realised.
This is therefore an extraordinarily exciting time for Fettes College as it embarks on the delivery of our Head’s new vision for the school, which includes a very significant and ambitious facilities development programme over the next 5 to 7 years through a combination of new debt facilities, internal resources and philanthropy. A recently approved funding facility is now available to support those key projects and it is critical that the financial reporting is accurate and timely to allow the Bursar to oversee and manage that facility.
Finally, Fettes College has just concluded a significant restructure of its constitution, originally established as a body corporate under statute in 1870. The new entity, a company limited by guarantee and a charity, represents a much more modern approach to governance whilst retaining elements of the original Trust scheme under which it was originally created. This, coupled with the need to fully embed a new accounting system, offers an exciting opportunity for the right individual to make a real impact on the operational efficiency and success of Fettes College.
THE ROLE
The Estates Admin/PA will provide support to the Estates Manager to ensure his strategic and operational business is effectively managed.
Reporting to the Estates Manager, the role is located within the Estates Office.
Key Responsibilities
• Provide comprehensive professional administrative support to the Estates Manager and their heads of department, including Maintenance, Grounds, Security & Housekeeping (occasional reception duties during holiday/absence periods).
• The responsibility for the running and completing of ad hoc estates projects as determined by the Estates Manager.
• Administer all external coach & transport requirements of the College for all fixtures and events;
• Perform administration duties relating to Fettes College staff accommodation, as required by the Estates Manager and Bursar.
• Manage the diary of the Estates Manager to ensure effective planning and prioritisation of objectives and operational management;
• Undertake processing of Estates Manager’s correspondence within delegated levels of responsibility;
• Preparation of agenda for all Senior Support Staff Management meetings, and several Committee Meetings, attendance at such meetings for minute taking purposes, transcription of minutes and distribution of same;
• Ordering and procurement of stock for Estates Department; items of furniture, whitegoods and small electricals as required for operational/residential needs and control of stock thereafter.
• Managing an effective filing system for contractors and suppliers, Estates Department records and maps/plans; Understanding the reporting functionality and deliver reports as required from the college work allocation system
• Ensure the monthly credit card returns and invoices of the Estates Manager’s department are processed accurately, on time and according to procedures.
• Undertake 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 may 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 Admin’s location will be in a reception style environment and so the incumbent will, potentially, be client facing
throughout the day.
• With that in mind, it is essential that the Estates Admin 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.
The hours of work are 8.30 am to 5 pm with a one hour lunch break.
PERSON SPECIFICATION
Experience
• Secretarial/PA/Admin experience.
• Excellent IT skills.
• Exceptional written English
• The ability to produce work of high quality and accuracy including proofreading.
• The ability to prioritise workload and remain calm under pressure.
• Ability to work as part of a multi-disciplined team.
Personal Qualities
• Confidentiality, discretion, diplomacy, and integrity.
• Personable, approachable, and open manner.
• The ability to communicate with people at all levels and all ages,
• An appreciation of the needs of pupils/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
The remuneration package will be competitive and will, to an extent, depend on the experience of the successful candidate.
In addition to being part of a great team you will be entitled to a range of benefits that include:
• Six weeks annual holidays plus 8 bank holidays.
• Free parking within the campus grounds. The campus is easily accessed by car and bus; there is a bus stop located outside the campus serving several routes across the city and to rail stations.
• Membership of Westwoods gym and health club which offers a range of excellent fitness and leisure facilities including a 25m swimming pool.
• Free lunchtime meals.
• Death in service cover.
• Excellent Employee Assistance Programme (EAP).
• You will be opted into the Fettes College Non-Teaching Staff Pension Scheme after 3 months service.
