The Auckland Project
At the heart of our sites is Auckland Palace, the home of the Prince Bishops of Durham and the historic seat of faith and power in the North of England. The experience across our sites is deeply linked to those two themes and are repeated throughout the Palace and its gardens, the Faith Museum and the Mining Art and Spanish Galleries. The collection of our venues, spaces and places invites conversations about belonging, faith, loss, sacrifice, community, love and creativity. We would like our visitors to explore and to discover things about our town, our country and their own lives. We want to create encounters – and need your help to do so.
The role purpose
The Estates Administration Coordinator provides comprehensive administrative, operational, financial and organisational support to the Director of Estate Maintenance & Operations and coordinates administration across Estates, Facilities, Parks & Gardens, Security and Estate Operations services. The role is responsible for coordinating activities across the department, maintaining estate records, financial monitoring of budgets and expenditure, supporting maintenance programmes and ensuring robust governance across the estate.
The role works closely with the Facilities Manager to support compliance and contractor administration and acts as a central point for estate administration whilst supervising the Estates Officer and Estates Administration Apprentice.
Key Responsibilities and Tasks
- Provide administrative support to the Director.
- Coordinate estates administration, documentation and records.
- Support compliance and governance administration with the Facilities Manager.
- Raise purchase orders, process invoices and support budgets.
- Produce compliance reports and KPI dashboards or senior management
- Monitor completion of maintenance activities and follow up outstanding actions
- Ensure estate information remains accurate and auditable
- Line Manage the Estates Officer and Apprentice, developing team capability and ensuring consistent administrative standards
- Support implementation of improved systems, processes and controls
- Coordinate stakeholder communications and service requests.
- Support continuous improvement initiatives.
Reporting Lines and Team Structure
As a member of the Estate Maintenance & Operations team, you will report to the Director of Estate Maintenance & Operations and work closely with the Facilities Manager, Senior Park & Maintenance Manager, Senior Gardener, Security Manager, Finance Team, contractors and suppliers. You will lead a team of two, consisting of the Estates Officer and Estates Administration Apprentice, ensuring the smooth delivery of administrative and operational support across the Estates, Facilities, Parks & Gardens, Security and Estate Operations services
Management responsibilities
The role is responsible for leading, motivating, and developing a high-performing team to achieve operational and strategic objectives. This includes overseeing day-to-day activities, setting clear goals and priorities, managing performance through regular feedback and reviews, and ensuring compliance with company policies and procedures. The role holder will foster a positive and inclusive working environment, support continuous improvement, and collaborate with senior stakeholders to drive
effective decision-making and organisational success. You will be responsible for probation reviews, one to one reviews, recording absences and family friendly time off, creating & managing rotas (if applicable).
Health & Safety
Promote a positive approach to health, safety and accessibility by following TAP policies, procedures and guidelines. Help ensure a safe and supportive environment for visitors, staff, volunteers and contractors at all times.
Person Specification
Essential Criteria
Qualifications
Level 3 Business Administration Qualification
GCSE Maths and English
Experience
Proven minimum 3 years’ experience in a similar administrative role
Proven experience within a similar role estates, facilities management, property management, building maintenance or a related operational environment.
Experience of coordinating statutory compliance and maintenance activities across a diverse property portfolio.
Experience managing purchase orders, invoices, budgets and financial reporting.
Experience working with contractors, suppliers and service providers.
Experience producing operational and management performance reports.
Experience supervising or leading staff.
Strong leadership, communication, and interpersonal skills.
Ability to work under pressure and multi-task in a fast-paced environment.
Strong administrative and IT skills including Microsoft Word, Excel, PowerPoint …
Knowledge & Skills
Strong communication & interpersonal skills with
Ability to multitask in a busy environment
Advanced Microsoft IT skills, particularly Excel capabilities including reporting and data analysis.
Ability to interpret financial and operational information.
Ability to manage multiple competing priorities and regulatory deadlines.
Strong stakeholder management skills.
Excellent attention to detail, particularly relating to compliance and governance records.
Ability to work and lead in a team
Personal qualities. attitude and behaviours
Must be passionate about providing great customer service
Strong leadership skills
Ability to work as part of a team
Attention to detail and accuracy
Interest in local communities and heritage
Have logistical skills and the ability to plan ahead
Excellent time management skills
Desirable Criteria
Qualifications
Level 4 or above Business Administration Qualification
Knowledge
Understanding of statutory and regulatory compliance requirements relating to buildings and facilities.
Understanding of planned preventative maintenance principles.
Understanding of estates asset management practices.
Knowledge of procurement and contract administration processes.
Understanding of health and safety legislation affecting estates operations.
Experience
Experience managing compliance databases and asset registers.
Experience within heritage estates, public sector, charity, cultural or visitor attraction environments.
Experience of training and mentoring team members
Previous experience of working with volunteers
Experience in carrying out risk assessment
Employee benefits
We pride ourselves in taking care of our team members. For your efforts we offer 30 days annual leave (plus Bank Holidays), pension contribution, free parking on site, access to staff discounts and local benefits, free unlimited access to our attractions for you and your family (restrictions apply), free access to our staff welfare programme including free medical, legal & financial advice and access to 24-hour counselling along with a large variety of retailer discounts.
The Auckland Project
The Auckland Project works hard to create a positive change for those living, working and visiting Bishop Auckland. We have created a visitor destination in Bishop Auckland, incorporating Auckland Castle (once home to the Prince Bishops of Durham), a Spanish Art Gallery, Faith Museum, Walled Garden, Deer Park, Mining Art Gallery, Auckland Tower visitor centre and Weardale Railway.
We achieve our purpose in three main ways:
- As a visitor destination – through our buildings, collections, and natural environment
- As a centre for learning and skills – supporting development, education, and opportunity
- As an asset for Bishop Auckland – creating spaces and opportunities for community engagement
By working with us, you are helping to ensure the town’s future is as magnificent and vibrant as its past.
How to Apply
Apply for this role by downloading and completing an application form from https://aucklandproject.org/support-us/jobs/ and emailing this to [email protected]
We’re unable to accept CVs as applications. Please complete and submit our application form instead.
Closing date: Wednesday 26th August 2026
If we receive a large number of applications, we may close the application process earlier than planned.
Pay: £30,000.00 per year
Benefits:
- Company pension
- Employee discount
- Free parking
- On-site parking
Work Location: In person
