FACILITIES COORDINATOR &ASSISTANT TO HEADTEACHER

Responsible To:HeadteacherLocation:TCW East School, E1 Hours:Monday - Wednesday  - 8.00am - 4.30pm Thursday - 8.00am - 6.00pmFriday - 8.00am - 4.00pmSalary:From £30,200 FTE per annumWe Are Hiring FACILITIES  COORDINATOR &ASSISTANT TO HEADTEACHERRole Summary:This role ensures the smooth day-to-day running of TCW East School’s facilities and office, while providing high-leveladministrative support to the Headteacher. You will lead on site operations, including maintenance, compliance, visitormanagement, and sustainability. You’ll oversee office systems, staff onboarding, equipment, and logistics, while supportingbudget and contract processes with the finance team. The role also includes managing the Headteacher’s calendar,communications, and assisting with events, reports, and inspections. As part of the wider TCW team, you'll contribute to asafe, inclusive, and well-run school environment.Responsibilities:This role is responsible for an assigned area and the following responsibilities relate to all the sites, spaces and staff in that areaunless otherwise stated.Oversee the Day-to-Day Operations of the OfficeLead on the smooth daily functioning of the office, ensuring an organised, professional, and welcoming environment forstaff, students, and visitors.Act as the first point of contact at reception by answering the door, signing in visitors in accordance with safeguardingprotocols, and promptly notifying relevant staff of their arrival.Answer incoming phone calls, redirect enquiries, take accurate messages, and ensure appropriate and timely follow-up.Conduct a half-termly audit of the key safe, ensuring it contains a correctly labelled and recorded copy of all keys, alongwith an up-to-date list of key holders.Lead on the booking and management of meeting rooms, resolving scheduling conflicts and liaising with staff to ensureroom availability meets operational needs.Manage all office post, including stamping and dispatching outgoing mail, and ensuring timely distribution of incomingletters and parcels.Coordinate the distribution, tracking, and collection of essential school equipment such as laptops, mobile phones, andstaff ID badges.Lead on the onboarding of new staff by liaising with the HR Officer to coordinate the new teacher induction, ensuring theyreceive all necessary materials and support to integrate effectively.Arrange all required taxi and courier bookings, ensuring value for money and timely service.Lead on the maintaining the general upkeep of the office environment, including the condition of plants, functionality ofheating and cooling systems, and correct time displays on clocks     The Complete Worksjobs@tcw.org.ukwww.tcw.org.ukLead on the operations of the TCW East School facilities Act as the primary keyholder for all TCW East school sites, overseeing daily opening and closing procedures andundertaking these duties in person when required.Lead on ensuring the efficient running of facilities across TCW East by coordinating all necessary maintenance andrepair work, including conducting half-termly site inspections to identify and address issues proactively. Lead on managing site access by overseeing all visitors to TCW East, ensuring compliance with the visitor policy (e.g.issuing ID badges, verifying Single Central Record (SCR) compliance, and providing workspace if needed).Lead on coordinating cleaning services and waste management across relevant TCW East sites to maintain a safe, clean,and welcoming environment.Collaborate with Hub Leaders to monitor and maintain stock levels of essential supplies and resources, ensuring timelyreplenishment.Lead on ensuring monthly utility meter readings are accurately recorded and submitted on schedule for all relevantTCW East locations.Lead on maintaining and regularly auditing the school’s asset register, with formal checks conducted every half term.Oversee IT and printing infrastructure across TCW East sites, including toner stock management, printer maintenance,and liaison with IT support for issue resolution.Work collaboratively with school leadership to embed environmentally sustainable practices across TCW East facilities,supporting the organisation’s eco-friendly goals.Ensure Compliance with Health & Safety and Regulatory Standards Across All TCW East SitesWith guidance from the Head of Safeguarding and Wellbeing, lead on ensuring that all school facilities are safe, secure,and fully compliant with health and safety legislation, the Independent School Standards, and Ofsted requirements.Complete and maintain up-to-date risk assessments for all TCW East premises and facilities, reviewing regularly andupdating as required.Monitor and ensure that all site-related compliance documentation—such as health and safety records, fire safetychecks, and equipment certifications—is current and renewed promptly in accordance with statutory requirements.Lead on completing annual electrical PAT testing and logging of relevant equipment for the East school. PAT training willbe provided.Communicate planned maintenance or works clearly and in advance to all relevant staff, including through updates atweekly team meetings.Proactively identify potential risks or areas for improvement, escalating concerns where necessary and takingappropriate action to mitigate issuesSupport Financial Oversight and Contract ManagementCollaborate with the finance team to support the effective management of the school’s budget, contracts, and financialplanning.Oversee all utility contracts for relevant TCW East sites, ensuring continuity of service and best value.Monitor and manage all service contracts and on-site works, ensuring completion to specification, budget, and agreedstandards.Assist the finance team in developing and maintaining an up-to-date contract register, ensuring timely review andrenewal of all agreements.Ensure all necessary financial and HR documentation is obtained and approved prior to engaging new suppliers orcontractors.Support the finance team in the annual review and renewal of the organisation’s insurance policies, ensuring coverageremains relevant and compliant; assist with insurance claims as needed.Work in partnership with the finance team and the Data Protection Lead (DPL) to ensure data protection responsibilitiesare met, including liaising with the Data Protection Officer to maintain up-to-date policies, procedures, and stafftraining.Promote best value and cost-effectiveness in all procurement processes, ensuring that resources are used efficientlyand responsibly. The Complete Worksjobs@tcw.org.ukwww.tcw.org.ukExecutive Support to the Headteacher Provide high-level administrative and organisational support to the Headteacher (HT), enabling them to manage theirworkload efficiently and effectively.Maintain strict confidentiality and discretion when handling sensitive information or supporting confidential matters.Manage the HT’s calendar, coordinating appointments, meetings, and engagements to reflect strategic priorities and timeefficiency.Handle phone and email communications on behalf of the HT, filtering queries, drafting correspondence, and ensuringtimely follow-ups in a positive and professional manner.Prepare agendas, documentation, and materials for meetings; attend meetings on the HT’s behalf where appropriate,providing accurate summaries and tracking action items.Assist in planning and coordinating school-wide events, including weekly training sessions and whole-school activities.Support the HT and Creative Coordinator in the development and delivery of school assemblies.Coordinate essential documentation in preparation for Ofsted inspections, ensuring accuracy and readiness.Maintain awareness of the education team’s daily schedules through effective use of the office diary and calendarsystems.Provide flexible assistance and cover across the education team when needed, supporting smooth day-to-day functioningof the school.Send correspondence on behalf of the HT and undertake additional tasks as requested to contribute to the successfulleadership and running of the school.Be a part of the TCW teamPromote the school ethos and values in all workWrite a half-termly report reviewing the department’s workWork with the tech team to ensure events and trainings run smoothlyWork with equivalent roles in our other schools to cover and support each other as necessaryAttend meetings and training as requiredBe trained in DSL approved safeguarding and follow all safeguarding policies and procedures to protect our studentsEssential:Qualifications GCSEs or equivalent in English and Maths (Grade C/4 or aboveA Levels or Equivalent First Aid qualification or willingness to undertake trainingExperienceExperience in office management or school administrationExperience managing facilities or site operationsExperience providing executive or senior leadership supportExperience managing contracts, suppliers, or procurement processesExperience coordinating compliance or risk assessment tasksKnowledge & SkillsStrong organisational and multitasking abilitiesExcellent verbal and written communication skillsConfident in managing schedules, correspondence, and meetings for senior staffProficient with Google SuiteUnderstanding of safeguarding and confidentiality protocolsAbility to coordinate meetings, events, and logistics efficientlyBasic financial awareness, including budget tracking and purchasing processesAbility to embrace change and challenge processes to improve efficiencyPersonal AttributesReliable, proactive, and solution-focusedCalm and professional under pressureStrong interpersonal and teamwork skillsHigh levels of integrity and discretion when handling sensitive informationCommitment to safeguarding and promoting the welfare of children and youngpeopleAlignment with the values and ethos of The Complete Works (TCW)Share a vision to make a difference to young people’s lives and an understanding ofthe difference this role can makeDesirable:Experience Experience working within aneducational or charitableorganisationExperience working withregulatory frameworks such asOfsted or Independent SchoolStandardsExperience of managing anofficeKnowledge & Skills Familiarity with school datasystems or SCRAwareness of environmentaland sustainable workingpracticesAwareness of Data Protection Person Specification:The job description is not an exhaustive list and there may be times when the Headteacher will require certain tasks to beundertaken that may not be listed here. These will always fall within the policies and procedures of TCW. There will alwaysbe a discussion between all parties on whether the successful candidate feels they can manage these extra tasks. The Complete Workswww.tcw.org.ukExtra Information:This role is expected to work in the office during term time and an additional 22 specified, out-of-term, office days (10 “whole office”dates TBC in advance of the commencement of the school year, the remaining days to be agreed with the Headteacher and FinanceOfficer in advance). Annual leave is 20 days per annum (to be taken outside of school term time) plus bank holidays. During periodsof school closure, outside of the office days, it is expected that the role will maintain a commitment to fulfilling the responsibilitiesof their position, working with managers as required or otherwise managing their own time and workload, while remaining fullycontactable unless on annual leave. This role may also be entitled to up to 5 days unpaid term-time leave per annum, to be taken inblocks of no more than 2 days at the discretion of the Headteacher.The working hours are based on 08:00 - 16.30, with a 60-minute lunch break. You will be expected to work outside of these hoursand office days as required to fulfil your duties. TCW reserves the right to hold meetings, social events and performances afterthese hours, which you would be expected to attend. This includes weekly Thursday training sessions, which run 4:30-6.00pm andthe TCW showcase. Dates are provided at the beginning of every new academic year. This role will be directly managed by the Headteacher. Performance reviews will happen at least twice per academic year. It isexpected that all successful candidates will follow the policies and procedures of TCW at all times and conduct themselves in amanner that is deemed acceptable and appropriate by the CEO of TCW in accordance with the staff handbook.This role is based in the East school office and TCW East hubs where it is directly involved in the day-to-day running of the schooland office. This role will be directly managed by the Headteacher with performance reviews happening in line with the appraisal policy.All members of staff will be required to meet the Ofsted criteria of good and always aim for outstanding as depicted in the Ofstedguidelines. Staff will be required to attend extra, unpaid training if they do not meet the criteria for good. THE POST HOLDER WILL BE SUBJECT TO AN ENHANCED DISCLOSURE AND BARRING SERVICE (DBS) CHECKWe are committed to safeguarding and promoting the welfare of children, young people and adultsat risk. We expect all staff and volunteers to share this commitment.