Administrative Assistant – Property Services

Administrative Assistant – Property Services (Compliance & HSE)

Salary: Highly competitive, dependent on experience and skills + Benefits

Hours: Full-time, permanent (Monday to Thursday 8.30am – 4.30pm plus Friday 8.30am – 4pm)

Location: Ampleforth Abbey YO62 4EN

Closing date: Wednesday 3rd June

Benefits

• Up to 8% employer‑matched pension
• Life assurance
• Free lunch during working hours
• Free on‑site parking
• 20% discount at the Tea room and Abbey Shop
• Cycle to Work Scheme
• Christmas Closure
• Historic Houses and Yorkshire Great Houses, Castles and Gardens passes to borrow
• Employee Assistance programme
• Retail savings platform
• 50% discount on fitness suite, swimming and other activities at St Albans Centre

Responsibilities

• Administrative Support
  • Provide day‑to‑day administrative support to the Head of Property Services.
  • Manage calendars, meetings, appointments and departmental correspondence.
  • Prepare reports, presentations, meeting minutes and documentation.
  • Maintain accurate filing systems, databases and property records.
  • Coordinate purchase orders, invoices and expense processing.
  • Answer the main switchboard, welcome visitors to the site and process the post for the site.
• Compliance Administration
  • Maintain compliance trackers for statutory inspections and certifications.
  • Monitor expiry dates and ensure timely scheduling of inspections and remedial works.
  • Support audits and compliance reviews by preparing and organising documentation.
  • Ensure all compliance records are stored accurately and accessible for internal and external audits.
• Health, Safety & Environmental (HSE) Support
  • Assist in the administration of HSE policies, procedures and reporting systems.
  • Maintain accident, incident and near‑miss records.
  • Coordinate HSE training records and certification tracking.
  • Support risk assessment and method statement (RAMS) administration.
  • Help ensure contractors and suppliers submit required HSE documentation before commencing works.
  • Assist with monitoring compliance with health and safety legislation and company policies.
• Contractor & Property Coordination
  • Liaise with contractors, suppliers, tenants and internal departments.
  • Schedule maintenance visits, inspections and service appointments.
  • Track completion of reactive and planned maintenance works.
  • Assist with contractor onboarding and documentation checks.
  • Monitor service level agreements (SLAs) and increase outstanding issues where necessary.
• Reporting & Data Management
  • Produce regular KPI, compliance and HSE reports.
  • Maintain accurate property management and compliance databases.
  • Assist in analysing service performance data and identifying trends.
  • Support budget tracking and invoice reconciliation where applicable.

Experience & Qualifications

• GCSEs (or equivalent) including English and Maths.
• Business Administration qualification desirable.
• HSE or compliance‑related training/certification advantageous.
• Previous experience in an administrative or coordinator role.
• Strong organisational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office applications, particularly Excel, Word and Outlook.
• Experience maintaining confidential and accurate records.
• Ability to prioritise workload and meet deadlines.
• Own transport required – located Ampleforth.

Desirable

• Experience within property, facilities management, housing or maintenance environments.
• Knowledge of compliance and HSE processes.
• Familiarity with CAFM or property management systems.
• Understanding of UK health and safety legislation and property compliance requirements.

Equal OpportunitiesAmpleforth Abbey Trust is committed to the highest standards of safeguarding. All appointments are subject to an enhanced DBS check and satisfactory references.

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