Operations & Maintenance Administration Manager

Role Description

This position provides operational delivery and line management within the Property Division’s Operations & Maintenance (O&M) team. The postholder will support the Head of Operations & Maintenance Engineering and senior management, coordinate suppliers, track compliance, administer staffing and activity, and ensure the team remains capable, compliant and operationally resilient.

Key Responsibilities

Operational Support

• Provide support to the Head and O&M senior management.
• Maintain and improve operational systems, including Planon and Help‑Desk platforms.
• Operate and maintain the Engineering Incident Management protocol(s).
• Support Safe Systems of Work by keeping databases up to date and updating procedures.
• Attend meetings as a delegate for senior managers and deliver administrative and operational reports.

Commercial & Financial Support

• Prepare and validate commercial reports, metrics and budget submissions.
• Collate annual engineering budget requirements across projects and routine maintenance.
• Enable monthly infrastructure and third‑party KPI/SLA reporting, ensuring data integrity.
• Manage purchasing, invoicing, receipting and financial reconciliation.
• Provide accurate monthly budget, forecast and compliance reporting.

Supplier & Contract Coordination

• Act as key liaison for third‑party engineering suppliers, resolving issues and responding to queries.
• Manage operational contracts, ensuring best‑practice compliance, monitoring performance and building supplier relationships.
• Maintain databases of third‑party providers and contract‑tracking tools.

Governance, Risk & Compliance

• Maintain statutory property logbooks and compliance databases for testing and certification.
• Monitor and report on operational risk issues and incidents (e.g. via ARCHER).
• Maintain engineering health & safety risk schedule across all properties.
• Keep the team’s business continuity plan updated.
• Support Health & Safety and Wellbeing across the Infrastructure team.
• Maintain an annual Property Impact Schedule and keep institutional memberships and industry events schedule.
• Provide engineering market intelligence reports to support strategic awareness.

Team Coordination & Workforce Administration

• Manage administrative staff and administer team schedules, holidays, sickness and expenses monthly.
• Maintain accurate contract and shift schedules across teams and properties.
• Support recruitment logistics, onboarding of staff and consultants, and workforce planning.
• Organise CPD sessions and maintain training needs assessments and schedules.
• Develop and maintain Operations & Maintenance Engineering SharePoint sites.

Role Requirements

Minimum Criteria

• Proven operational or administrative support experience in engineering, property or facilities.
• Demonstrable experience managing end‑to‑end financial processes including budget preparation, monitoring, forecasting and reconciliation.
• Previous experience using computer‑aided facility management systems, particularly Planon.
• Previous line‑management experience.

Essential Criteria

• Familiarity with SFG20 and the BESA standard for planned preventive maintenance.
• Strong written and verbal communication; collaborative working with colleagues and suppliers.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Planning and prioritising workload, managing competing demands and meeting deadlines under pressure.
• Follow defined procedures, assess information accurately and document recommendations clearly.
• Security vetting to SC Clearance (supplied by the Bank).

Desirable Criteria

• City & Guilds Level 2/3 (or transferable) Business & Administration.
• IOSH Managing or Operating Safely qualification (or willingness to obtain).
• Awareness of statutory compliance and property regulations.
• Experience supporting procurement or contract processes.
• Interest in continuous improvement and operational resilience.

What we offer

Location: London

Salary: £39,280 – £44,190 per annum (dependent on skills and experience)

Benefits

• Non‑contributory career average pension – guaranteed 1/80th of salary per year worked, with optional increases or decreases.
• Discretionary performance award based on current award pool.
• 8% benefits allowance (salary or flexible benefits).
• 26 days annual leave (plus option to buy up to 12 additional days).
• Private medical insurance and income protection.

National Security Vetting Process

Employment in this role requires National Security Vetting clearance (typically 6–12 weeks post‑offer) and additional Bank security checks. Further information will be provided to the successful applicant.

EEO Statement

The Bank is an equal opportunity employer and welcomes applications from all candidates. Our recruitment process is anonymised to ensure equal consideration of all applicants.

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