Key purpose of the role
To be part of the Estates team, providing support to staff in College accommodation, by providing a high level of administration support and customer service to achieve the requirements of the role. To undertake such tasks as required by the Residential Property and FF&E Assets Manager and/or Estates Manager which are appropriate to the level and responsibility of the post.
Main tasks under the direction of the Residential Property and FF&E Assets Manager
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The coordination of all residential property moves into and out of College and private rental accommodation for all new and existing members of staff.
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Liaising with the relevant HR colleagues to establish specific occupant’s accommodation requirements and matching these to the available property portfolio.
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Issuing all ‘Service Occupancy Agreement contracts and arrange for all relevant deposits to be paid.
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Undertake the occupancy inventory, check in and check out process at the start and the end of the given occupation and ensure any necessary deductions are made from the occupant’s deposit.
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Undertake an annual inspection of all accommodation properties and address any concerns with the occupiers.
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Identify internal and external maintenance works for residential properties and action works under the direction of the Building Surveyor, M&E Manager, Estates Maintenance Manager and FFE Manager for professional guidance.
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Recommend residential property refurbishments with consideration to the age and style of the building and fixed fittings such as Kitchens and Bathrooms, confirming budget and approval from the Estates Bursar.
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Identify furniture and furnishings for residential properties in line with the requirement to do so as documented in the staff accommodation booklet only and refer to the Residential Property and FF&E Assets Manager for procurement.
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Supporting the Estates Building Surveyor over the condition monitoring of the all the College’s residential properties and the delivery of any necessary building maintenance and compliance works as agreed by the Building Surveyor.
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Liaising with private Landlords and Letting Agents for property rented on the open market arranging for the appropriate legal paperwork to be signed and setting up payment arrangements for any rental payments due.
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Supporting the M & E Building Services Manger to ensure all domestic heating and electrical systems are monitored and kept compliant and the delivery of any necessary M&E maintenance and compliance works as agreed by the M&E Manager.
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Making recommendation to and obtain approval for all proposed moves from the Residential Property and FF&E Assets Manager and/or Estates Manager.
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Update the College Staff Accommodation Booklet in consultation with and agreement from, Residential Property and FF&E Assets Manager and/or Estates Manager and HR department.
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Administering the guidance as detailed in the ‘Information for Staff in College Accommodation’ booklet.
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Receiving, processing and ensuring Council Taxes are paid by the College on relevant residential properties inc. Boarding Houses, providing reports as required to assist with effective budgetary monitoring.
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Manage the Rents payable and receivable for college properties and land, providing reports as required to assist with effective budgetary monitoring.
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Monitor and ensure payment of College group TV Licences.
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Managing the dedicated budgets approved for this role, providing data and reports as required.
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Covering the Estates front office operation as requested.
Provide additional administration support as requested. The above responsibilities are illustrative and the post holder will be expected to undertake duties as agreed in annual objectives and as may be reasonably allocated by the Residential Property and FF&E Assets Manager.
Please note that we may close the vacancy early if we receive a high number of applications before the vacancy close date.
Marlborough College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Applicants will be required to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS).
The post is exempt from the Rehabilitation of Offenders Act 1974 and the College is therefore permitted to ask job applicants to declare all convictions and cautions (including those which are "spent" unless they are "protected" under the DBS filtering rules) in order to assess their suitability to work with children."
