External cleaning and security services

• Act as the campus operational contact for external cleaning and security providers; communicate expected coverage, standards and site procedures.
• Coordinate and maintain cleaning and security rotas, verify attendance and arrange cover through the external provider when needed.
• Monitor cleaning quality, punctuality and security coverage; raise service or staffing concerns with the relevant provider and escalate unresolved matters.
• Maintain up-to-date contractor names, identification, contact details and access information.
• Check and submit relevant contractor timesheets or payroll information under agreed internal and supplier procedures. External cleaning and security personnel are not direct reports.

Health, safety and site security

• Conduct routine site checks, record hazards and incidents, and coordinate prompt corrective action in accordance with ESL procedures.
• Maintain accurate campus records of designated fire marshals, first aiders, safeguarding leads, emergency contacts and duty managers.
• Maintain staff and contractor access-pass records and ensure leavers are removed from relevant access and campus lists.
• Support fire drills, emergency arrangements, staff awareness and the implementation of campus health and safety procedures.
• Liaise with the designated health and safety leads and escalate compliance concerns; the role does not replace formally assigned statutory or safeguarding responsibilities.

Procurement and resources

• Monitor stock levels and coordinate timely replenishment of stationery, cleaning and hygiene supplies, refreshments and other campus essentials.
• Submit and track purchase requests through approved processes and liaise with Procurement and suppliers about orders and deliveries.
• Maintain clear purchasing and stock records, including recurring items, supplier details and expected ordering frequency.
• Use campus resources responsibly and flag spending or supply concerns to the City Academic Manager.

Rotas, staffing records and payroll administration

• Maintain accurate operational staffing records, staff lists and duty manager rotas, updating them when people join, leave or change working arrangements.
• Collect, verify and submit the timesheets, attendance records and payroll information assigned to the role within required deadlines.
• Coordinate operational staffing coverage and report gaps or issues to the relevant manager.

Staff onboarding and offboarding

• Coordinate site arrangements for new starters, including identification, access passes, keys, equipment and campus information, in liaison with HR and IT.
• Ensure new staff receive relevant site, emergency and facilities information.
• Coordinate return of keys, passes and equipment on departure and update campus records and access lists promptly.

Examinations, events and administrative support

• Coordinate operational arrangements for examinations and assessments, including rooms, furniture, equipment and on-site logistical support, in liaison with academic teams.
• Support student inductions, workshops, meetings and campus events, including room setup, catering and facilities requirements.
• Maintain operational spreadsheets, correspondence, service contacts and action records; provide administrative support to the City Academic Manager as needed.
• Direct student finance, admissions, academic and student-record queries to the responsible teams, assisting with practical campus matters where appropriate.

Other duties

• Attend relevant meetings, undertake required training and support the implementation of improved campus procedures.
• Carry out other reasonable duties appropriate to the post to meet changing campus needs.

Person specification

Essential

• Experience in an operations, administration, facilities or comparable coordination role.
• Experience supervising or line managing staff, setting expectations, delegating work and supporting performance.
• Strong organisational skills, attention to detail and ability to manage competing priorities.
• Clear, confident and professional communication with colleagues, students, suppliers and contractors.
• Ability to take initiative, resolve day-to-day problems and escalate concerns appropriately.
• Good Microsoft Office skills, particularly Excel, Outlook and Word; experience maintaining rotas and accurate records.
• Commitment to a safe, inclusive, professional and student-focused campus environment.

Desirable

• Experience in higher education or another busy multi-team site.
• Experience coordinating outsourced cleaning, security, maintenance or facilities services.
• Experience with timesheets, payroll submissions, purchasing or staff onboarding.
• Relevant health and safety, fire marshal or first aid training.

Benefits

• Annual leave (7.2 weeks)
• Workplace pension scheme.
• Company Sick Pay.
• Statutory maternity and paternity pay.
• Employee Assistance Programme (HA Wisdom Wellbeing)
• Virtual GP access (Livi)
• 'Speak Up Service' - confidential support service to report any workplace concerns
• Specialist physical and mental wellbeing support services with 24/7 confidential counselling support (Wisdom)
• Specialist menopause support, including online CBT (Wisdom)
• Financial, legal and medical advice services provided (Wisdom)
• Life & Leadership coaching (Wisdom)
• Financial coaching (MUNNY)
• Discounts and perks, offering savings on shopping, activities and more (Bright Exchange)
• Career development and training opportunities.
• Training and self-development opportunities.