Facilities & Administration Coordinator (Part-Time)
Location: Convent of Mercy, Bermondsey, London
Hours: Part-time – 30 hours per week (Monday to Friday, 9:30am–4:00pm with a 30-minute unpaid lunch break)
Salary: £26k - £29k per annum
Interview date: Thursday 23rd July 2026
About Us:
The Institute of Our Lady of Mercy CIO is seeking an organised, proactive and compassionate Facilities & Administration Coordinator to support the day-to-day running of our Convent in Bermondsey.
This is a varied and rewarding role that combines administration, facilities management, hospitality, event coordination and staff supervision. Working within a welcoming religious community, you will help ensure the smooth operation of the Convent and Heritage Centre, enabling the Sisters to continue their ministries while providing a warm and professional environment for visitors, guests and staff.
The Role:
As Facilities & Administration Coordinator, you will be the central point of contact for the Convent, overseeing administration, facilities, hospitality, health and safety, contractor management and support services.
No two days are the same, and you'll enjoy a varied role where your organisational skills and attention to detail will make a real difference.
Applicants should be comfortable working within and respecting the values, ethos and practices of a Catholic Religious Community.
Key Responsibilities:
- Administration & Reception
- Welcome visitors and provide a warm, professional first point of contact.
- Manage telephone and email enquiries.
- Prepare correspondence, reports, meeting papers, service booklets and other documentation to a high standard.
- Coordinate meetings, conferences and community events.
- Maintain accurate electronic and paper records.
- Provide day-to-day administrative and IT support to the Sisters.
Facilities & Operations:
- Coordinate accommodation bookings and visitor arrangements.
- Prepare rooms for meetings, events and conferences, including AV equipment and hospitality.
- Monitor building security, including occasional opening and locking of the premises.
- Manage household supplies and inventories.
- Staff & Contractor Management
- Line manage the Convent cook.
- Coordinate maintenance, gardening and cleaning staff and contractors.
- Liaise with HR regarding staffing matters.
- Submit payroll information accurately and on time.
- Provide practical support during staff absences where required.
Health & Safety:
- Ensure compliance with Health & Safety, Food Hygiene and Fire Safety legislation.
- Coordinate routine safety inspections and maintenance programmes.
- Maintain accident records and emergency procedures.
- Work with advisers and contractors to ensure the Convent remains safe and compliant.
Finance & Budget Administration:
- Maintain financial records in accordance with Institute procedures.
- Process invoices and monitor expenditure.
- Support annual budget preparation.
- Monitor utility contracts, supplies and contractor costs.
Supporting the Sisters:
- Assist with travel arrangements for appointments where required.
- Provide practical day-to-day administrative and IT support.
- Help create a welcoming, respectful and supportive environment.
About You
We're looking for someone who is:
- Highly organised with excellent administrative skills.
- Friendly, approachable and professional.
- Able to manage multiple priorities independently.
- Confident supervising contractors and coordinating support staff.
- Experienced in facilities, office or operations management.
- Comfortable using Microsoft Office and finance systems.
- Able to produce accurate, high-quality written documents.
- Flexible and willing to assist with a wide variety of tasks.
- Discreet and able to handle confidential information with sensitivity.
Essential Skills & Experience:
- Previous experience in administration, office management or facilities coordination.
- Excellent organisational and time management skills.
- Strong communication and interpersonal skills.
- Good IT skills, including Microsoft Office.
- Experience coordinating meetings and events.
- Knowledge of Health & Safety procedures.
- Ability to work on your own initiative.
- Experience managing confidential information.
Desirable:
- Experience working within a charity, faith-based organisation or heritage environment.
- Knowledge of payroll or finance administration.
- Experience managing contractors and maintenance services.
- Food Hygiene or Health & Safety qualifications.
What We Offer:
- A varied and rewarding role where your work genuinely makes a difference.
- A supportive and welcoming working environment.
- Opportunities for training and professional development.
- Enhanced DBS check funded by the Institute.
- Opportunity to work within a respected charitable organisation.
- Basic DBS check funded by the Institute upon successful appointment.
- 30 days annual leave (pro rata, increasing to 35 with service milestones)
- Subsidised meals during shifts
- Free on-site parking
- Employee Assistance Programme with 24/7 support and counselling
- Access to over 6,000 discounts on travel, shopping, leisure, and more
- Cycle to Work Scheme
Additional Information:
This role requires flexibility to occasionally work evenings or weekends to support events and operational needs. Overtime will be paid where applicable.
Successful applicants will be required to undertake a satisfactory Enhanced DBS check prior to appointment.
If you are looking for a rewarding role where you can make a genuine difference in a caring community, we would be delighted to hear from you.
We warmly welcome applications from people of all faiths, backgrounds, and beliefs who support the values and mission of the Institute of Our Lady of Mercy.
Pay: £26,000.00-£29,000.00 per year
Application question(s):
Work authorisation:
- United Kingdom (required)
Work Location: In person
