Facilities Administrator

Job Title: Facilities Administrator

Department: Facilities

Reports to: Head of Facilities

Location: Lingfield, Surrey

Salary: £24,147

Hours: 37 hours/week 8.00am – 4.00pm (Mon – Fri) – 7.4Hrs/day rolling rota between Facilities Administrators to work to (9am - 5pm).

Contract: Full Time, 52 weeks, Permanent

Closing Date: Monday 21st July 2025

Young Epilepsy and St. Piers is committed to safeguarding and protecting our children and young people and promotes the welfare of all learners.

As part of our safer recruitment process and in line with Keeping Children Safe in Education 2022, online searches will form part of this process.

An Enhanced Disclosure with relevant Barring Service checks and full referencing will be required before employment can commence.

Your Role

• Support the Facilities Administrator with vehicle fleet lettings, maintenance, servicing and repairs. Ensure scheduled servicing/compliance is planned/in place and delivered with minimal impact to users (School, College, Residential, Nurses and other departments).
• Support contractor visits/attendance, providing keys/access whilst ensuring Young Epilepsy procedures are followed and complied to whilst on site.
• Support the day to day needs of the office including; answering phones, covering reception (as necessary), liaise with service users on CAFM tickets/responses, process purchase orders and receipting.
• Manage the department’s financial administration including; purchase orders, receipting, chasing contractors, dealing with invoices and liaising with contractors financial departments as necessary to resolve any invoices clarifications/errors.
• Liaise with Tenants on tenancy agreements/renewals/deposits/repairs/check-in/out etc.
• Assist in processing reports/certificates, recording remedials and raising any concerns to ensure compliance across all areas of the departments operational services.
• Lead on the scheduling of ‘Holiday works’ and assist in ensuring delivery during periods of staff absence.
• Support the administrative tasks of the Head of Facilities, Estates & Operations Manager and Operations Supervisor (as necessary).
• Support on the scheduling of ‘Holiday works’ and assist in ensuring delivery during periods of staff absence.

Key responsibilities include:

This role is key to ensuring the operational delivery of the Facilities team to its tenants/stakeholders and contractors. It is vitally important we strive to ensure a high standard of service and delivery throughout all aspects of our provisions and drive a positive attitude in all areas we operate within.

What we need from you

We are looking for an enthusiastic and driven individual that can operate within a busy environment supporting staff, contractors and visitors and has a passion to deliver excellence.

We are currently working on a major estates development plan and this role will be key in supporting the departmental needs to deliver not only the day to day activities but also ensuring the smooth delivery of these projects.

Your benefits

• Comprehensive training and professional development opportunities
• Generous annual leave
• Occupational pension scheme
• Subsidised dining room
• Gym membership options (on and off-site)
• Your Rewards, giving you access to nationwide discounts and benefits
• Free parking on campus
• Access to a working farm and horticultural area

We are accessible by bus, by train via the East Grinstead branch of the Oxted Line and by car

About us

Young Epilepsy is the children and young people’s epilepsy charity. Our purpose is to create a society in which children and young people with epilepsy are enabled to thrive and fulfil their potential. A society in which their voices are respected, and their ambitions realised.

We work with children and young people across the country, as well as many of those people and organisations who shape their lives - parents, health and care professionals, researchers, teachers, policymakers and more.

Informed by young people and drawing on our strong legacy of expertise in education, health

and research, we have developed and published our 2020-2025 strategy. This focuses our work around 3 key offers: health and research, voice and support and St Piers special education. Within these key offers we aim to:

• Coordinate research that improves diagnosis and treatments, and deliver cutting-edge health services
• Campaign for children’s rights, supporting them in school and college and providing innovation tools, information, and practical help for living day-to-day life
• Provide an innovative and creative environment for children and young people with epilepsy, autism, and severe learning difficulties.

No agencies please

Young Epilepsy strives to employ people that reflect the community it serves; therefore, applications from minority groups and people with disabilities are particularly welcomed.

Young Epilepsy is the operating name of the National Centre for Young People with Epilepsy. Registered Charity No: 311877 (England and Wales).

If you do not hear anything within two weeks of the closing date, please assume you have been unsuccessful.

Young Epilepsy is the operating name of the National Centre for Young People with Epilepsy. Registered Charity No: 311877 (England and Wales).