Shiplake College
Compliance and Estates Co-ordinator
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Role Profile
The Compliance and Estates Co-ordinator is a key member of the Estates Team, ensuring compliance with health and safety regulations while providing comprehensive administrative and operational support for the Estates management team. The role encompasses the coordination of statutory checks, maintenance schedules, record keeping, residential property administration, facility lettings, and contributing to a safe, well-managed, and efficiently run environment for pupils, staff, and visitors.
Key Responsibilities
The following list is not exhaustive but is intended to show the range of tasks required of the Compliance and Estates Co-ordinator. Some tasks are done regularly, others infrequently:
Health and Safety Compliance
- With the Estates Team co-ordinate all annual health and safety checks and servicing (both statutory and non-statutory), ensuring completion on time and to standard
- Liaise with Estates Team and external contractors to action remedial works identified from inspections
- Maintain a comprehensive compliance calendar and accurate records, certificates, and reports
- Ensure all compliance documentation is recorded and easily accessible for inspections and Governor reporting
- Maintain Estates Team risk assessments and a centralised register
- Track statutory and refresher training for the Estates Team, maintain induction checklists, and organise training sessions as required
Estates Administration and Operational Support
- Provide administrative support to the Estates management team, including maintaining records for buildings, site plans, works timelines, contracts, and maintenance logs
- Support the planning and scheduling of estates activities and ensure associated documentation is properly recorded
- Assist with coordination and communication between the Estates Team and other school departments
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Residential Property Administration
- Manage administrative aspects of residential lettings, including records of check-in/check-out and property inspections
- Maintain tenancy and property records, ensuring compliance with school policies and health and safety regulations
Camps, Events, and Facility Lettings
- Support administrative and logistical arrangements for residential and non-residential camps
- Help co-ordinate weekly and termly lettings of school facilities to external users, liaising with relevant departments to avoid scheduling conflicts
- Liaise with the Operations Manager and School Office to ensure accurate records for all camps, events and lettings and assist with setup and changeover of facilities
Supplier and Contract Management
- Maintain a comprehensive list of approved suppliers and contractors
- Liaise with contractors to arrange site visits, ensuring risk assessments and Risk Assessment Method Statements are in place
- Provide administrative support for the onboarding of new contractors including the Competent Contractor documentation and DBS checks.
- Monitor supplier performance in collaboration with the Estates management team
Any other duties as reasonably required by the Headmaster, Chief Operating Officer, or member of the Senior Management Team.
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Person Specification
Candidates must empathise with, and be committed to, independent education generally, and to the personal best education provided by Shiplake College.
Educational Attainment
- Good general education including English and Maths
- NEBOSH/IOSH or equivalent health and safety qualification (desirable)
Knowledge and Experience
- Good working knowledge of health and safety and UK regulations
- Experience of liaising with specialist external contractors and service providers
- Experience in record keeping, facilities management, or property administration (desirable)
- Experience of working in an education setting and understanding of safeguarding principles (desirable)
Skills and Abilities
- Confidence and competence to work independently, seeking clarification where necessary
- Excellent organisation skills and attention to detail
- Ability to manage multiple priorities in a busy school environment
- Excellent communication skills
- Strong working knowledge of IT and in particular MS Office
- Strong written and numeracy skills
- Ability to meet deadlines and be resilient under pressure
- Excellent initiative with the ability to think through challenges and find solutions
Personal Qualities and Interests
- Professional manner with the ability to keep calm at all times, even when under pressure
- Flexible and positive approach
- Empathy and patience in dealing with complex situations
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