Administrative Assistant - Property Services

Administrative Assistant - Property Services (Compliance & HSE)Salary: Highly competitive, dependent on experience and skills + BenefitsHours: Full-time, permanent (Monday to Thursday 8.30am - 4.30pm plus Friday 8.30am - 4pm)Based at YO62 4ENClosing date: Wednesday 3 JuneBenefitsUp to 8% employer-matched pensionLife assuranceFree lunch during working hoursFree on-site parking20% discount at the Tea room and Abbey ShopCycle to Work SchemeChristmas ClosureHistoric Houses and Yorkshire Great Houses, Castles and Gardens passes to borrowEmployee Assistance programmeRetail savings platform50% discount on fitness suite, swimming and other activities at St Albans CentreAbout usLocated in the Howardian Hills near York, Ampleforth Abbey is home to the UK's largest Benedictine monastic community and welcomes thousands of visitors each year. Working alongside the Abbey, the Trust supports its mission and future through a dedicated team of around 60 staff.We are looking for an Administrative Assistant - Property Services to provide administrative and operational support across compliance, Health & Safety, contractor coordination and property documentation.The successful candidate will be highly organised, professional, and aligned with the values and ethos of the Abbey. If you enjoy working in a friendly, peaceful environment as part of a hardworking team, this could be the perfect opportunity for you.Main Responsibilities but not limited to:-Administrative SupportProvide day-to-day administrative support to the Head of Property Services.Manage calendars, meetings, appointments, and departmental correspondence.Prepare reports, presentations, meeting minutes, and documentation.Maintain accurate filing systems, databases, and property records.Coordinate purchase orders, invoices, and expense processing.Answer the main switchboardWelcome visitors to the siteProcess the post for the siteCompliance AdministrationMaintain compliance trackers for statutory inspections and certifications.Monitor expiry dates and ensure timely scheduling of inspections and remedial works.Support audits and compliance reviews by preparing and organising documentation.Ensure all compliance records are stored accurately and accessible for internal and external audits.Health, Safety & Environmental (HSE) SupportAssist in the administration of HSE policies, procedures, and reporting systems.Maintain accident, incident, and near-miss records.Coordinate HSE training records and certification tracking.Support risk assessment and method statement (RAMS) administration.Help ensure contractors and suppliers submit required HSE documentation before commencing works.Assist with monitoring compliance with health and safety legislation and company policies.Contractor & Property CoordinationLiaise with contractors, suppliers, tenants, and internal departments.Schedule maintenance visits, inspections, and service appointments.Track completion of reactive and planned maintenance works.Assist with contractor onboarding and documentation checks.Monitor service level agreements (SLAs) and escalate outstanding issues where necessary.Reporting & Data ManagementProduce regular KPI, compliance, and HSE reports.Maintain accurate property management and compliance databases.Assist in analysing service performance data and identifying trends.Support budget tracking and invoice reconciliation where applicable.ExperienceYou will have:GCSEs (or equivalent) including English and Maths.Business Administration qualification desirable.HSE or compliance-related training/certification advantageous.Own transport required - located AmpleforthPrevious experience in an administrative or coordinator role.Strong organisational and multitasking skills.Excellent written and verbal communication skills.Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.Experience maintaining confidential and accurate records.Ability to prioritise workload and meet deadlines.DesirableExperience within property, facilities management, housing, or maintenance environments.Knowledge of compliance and HSE processes.Familiarity with CAFM or property management systems.Understanding of UK health and safety legislation and property compliance requirements.Ampleforth Abbey Trust is committed to the highest standards of safeguarding.

All appointments are subject to an enhanced DBS check and satisfactory references.Interested? If you feel that you possess the relevant skills and experience, then please submit your cv