Job title:Estates Administrator
Job Type:12 month FTC, 8am-5pm, 40 hours per week
Salary:£30,000 per annum (£34,170 if full pension flex benefit is utilised)
Department:Estates
Reporting to:Estates Manager
Location:Highgate, North London
Start:ASAP
Closing Date:19 June 2026 at 9:00 am

Highgate School Estates team are looking for someone to join us as an Estates Administrator to help run our busy back of house operation, ensuring contractors are booked in on time and compliance and financial documents are meticulously recorded. We’re looking for someone enthusiastic, personable, and hardworking, with keen eye for detail and a proactive approach to problem‑solving. In this busy and rewarding role, you’ll help keep our historic North London campus running smoothly, working alongside a supportive team to deliver high‑quality maintenance across a wide range of buildings and facilities. If you take pride in your craft, enjoy variety in your day, and thrive in a collaborative environment, we’d love to hear from you.

Highgate Estates is made up of Maintenance, Porterage, Grounds, Gardening and Capital Projects teams. The department’s in-house maintenance team has responsibility for all aspects of property and premises management and repairs and the maintenance of the schools landscaped areas and sports fields. The department works closely alongside the School’s other operational departments.

The School is unique as a client organisation in the breadth of facilities it must provide and maintain which include; academic, residential, sporting (internal & external), office and administration, ecclesiastical, performance space and dining and function facilities.

Job Description

THE ROLE

MAIN RESPONSIBILITIES

The key focus of the role is to provide high quality support to the Estates Manager and Estates Support Officers to ensure that all elements of the Estates Office run smoothly and efficiently. The ever-evolving demand on the Department means continued administrative support is required.

Porters & Security

Responsibility for coordinating the activities of the porter team, including creating and maintaining work plans and managing resource, alongside the Lead Porter
Provide a point of contact for Porters where additional resource may be required to meet the demands of exception events
Liaise with third party suppliers to arrange additional resource for exceptional events where required
Ensure the School’s fleet of minibuses are kept in a roadworthy and serviceable condition

Administrative Support to the Estates Office

Ensuring efficient electronic and paper filing and office management
Assembling external contractors’ quotations and collating for review by the Estates Manager
Fostering effective working relationships with contractors, suppliers etc. and escorting visitors as required
General office and departmental administration as required or directed by the Estates Manager or Estates Support Officers
Monitoring incoming work requests and allocating to engineers or contractors as directed by the Estates Manager, Maintenance Manager or Estates Support Officers either by telephone, email or via the TABS CAFM (computer aided Facilities Management) asset management system (where appropriate level of training will be provided)
Answering telephones and direct office enquiries
Signing in visiting contractors and issuing keys as required
Escorting visitors and providing access to buildings as required

Health & Safety

Support the Estates Office in ensuring full compliance with all Health & Safety legislation relevant to the physical environment

Special Projects

Assisting the Estates Manager and Estates Support Officers in maintaining the data held within the TABS CAFM system
Any other reasonable request from the Estates team

These duties and responsibilities are intended as a guide. They are not exhaustive: the employee will be expected to undertake any reasonable task or responsibility as required by their line manager.

Person Specification

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