Description
Job Posting Title: Senior Administrator (Facilities Management)
Grade and Salary: G5
FTE and working pattern: Full time
Organisation Name: Estates & Facilities
Purpose of Role
Assists the Estates team in ensuring the smooth running of the campus ensuring effective operation compliance and presentation of campus facilities while delivering high-quality administrative and logistical support for events. It balances internal and external space demands maintains health and safety standards and manages vendor relationships. The role also provides leadership to junior staff fosters collaboration with stakeholders. Ultimately it supports a safe efficient and engaging environment for staff students and external partners.
Summary of Key Duties and Responsibilities:
Facilities Administration
Oversee day-to-day operations of campus/organizational facilities ensuring safety compliance and efficient use of space.
Manage facility booking systems allocate spaces and coordinate room scheduling to balance internal and external demands.
Liaise with maintenance security and cleaning teams to ensure facilities are fully operational and well-presented.
Monitor compliance with health safety environmental and accessibility regulations.
Maintain accurate records of space usage service requests and vendor contracts.
Event Administration
Lead the planning scheduling and coordination of internal and external events conferences workshops and staff activities.
Supervise event logistics including catering audiovisual signage and room setups.
Provide on-site oversight for major events ensuring smooth execution and immediate issue resolution.
Conduct post-event evaluations and prepare reports to capture lessons learned.
Support promotion of facilities and event spaces for external revenue generation.
Leadership and Stakeholder Engagement
Act as the primary administrative contact for staff students and external partners in relation to facilities and events.
Supervise and guide junior staff interns and temporary event personnel.
Foster collaborative relationships with academic and professional services teams to align facilities support with organizational needs.
Manage vendor and supplier relationships ensuring service quality and cost-effectiveness.
Financial and Administrative Management
Assist in preparing and monitoring budgets for facilities and events.
Review invoices track expenditures and support procurement processes.
Maintain records of contracts service agreements and compliance certifications.
Provide regular reports on facilities performance event outcomes and administrative metrics.
Summary of Key Duties and Responsibilities:
Education Qualifications & Experience:
Essential
Heriot-Watt University Values
With a history dating back to 1821 Heriot-Watt University has established a reputation for world-class teaching and professionally relevant leading-edge research which has made it one of the top UK universities for business and industry.
We are a vibrant forward-looking university well known for the quality of our degrees with employers actively seeking out our graduates. Heriot-Watt is also Scotlands international university with an unsurpassed international in-country presence. We deliver degree programmes to circa 30000 students in 143 countries around the world have a further overseas campus in Dubai and boast the largest international student cohort in Scotland.
At Heriot-Watt weve created an environment that nurtures innovation and leadership - where our researchers staff and students can realise their potential and develop their ambitions.
We are proud of our collegiate atmosphere and integrated teaching and research approach which has helped to build a community of committed academics and highly motivated students. Our focus on careers delivers results and weve an excellent reputation for graduate employability.
In addition to the Edinburgh campus we currently have campuses in the Scottish Borders Orkney Dubai and Malaysia. For all of our campuses we aim to provide stimulating supportive environments conducive to effective learning and research where staff and students can excel. At Heriot-Watt we have an established set of values that help us to nurture innovation and leadership and show our commitment to continuous improvement and development in all our activities.
Our values describe our deeply held beliefs and our community spirit. They characterise not only how we are as a higher education institution but also frame how we want to be.
Our values are:
As learning living and working institution we use our values as the building blocks of how we go about doing our work and how we each conduct ourselves as members of Heriot-Watt University. They represent what binds us together as a University community and help us to become the best at what we do.
For full details on our University please view our website to Apply
Interested applicants must submit applications attaching an updated CV and a cover letter.
The appointment is conditional upon successful completion of all Labour and Immigration formalities.
Required Experience:
Senior IC
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