Facilities Administrator

The German School London offers an appealing and challenging educational programme from 'Kindergarten' to 'Abitur' with a specific emphasis on German language and culture in a bi-lingual environment.

The School has an extensive Administration Team.

The DSL is set in beautiful, extensive grounds next to the river Thames and it is a wonderful environment for staff and children alike.

The Facilities Administrator forms part of the Administration team and supports the Facilities Manager.

The role has to co-ordinate extensively across all departments and liaises with a wide range of stakeholders.

The Facilities Administrator assists in overseing daily school operations including maintenance, catering, cleaning, security, and all Health & Safety school requirements.

Main duties and areas of responsibilities

Assistance in coordination of School contracts, including maintenance, transport, catering, cleaning, gardening etc.

Keep the School's cafeteria systems database and prices updated, communications with parents about cafeteria issues and spendings, produce cafeteria cards.

Liaise with the catering contractor and assist with the organisation of hospitality events.

Produce reports monthly.

Security System Database maintenance, biometrics, access cards, staff vehicle registration.

Responsible for staff and provider's ID badges.

Process the department's purchase orders and invoices while keeping the budget spreadsheet updated daily. This includes credit card purchases and statement.

Supervise day-to-day aspects of the cleaning requirements, inventory, special events requests.

Be the leader of the School Travel Plan and the liaise person with TfL. This includes setting up two travel surveys in the school year as well as organise and document travel plan activities in the STARS school programme.

Ensuring that the school's licensing remains current, including Premises Licences, Event Notices, PRS, PPL, PVSL, etc.

Keep maintenance certificates, reports and checklists updated, including playground and sports equipment, tools, machines, First Aid boxes and defibrillators in School.

Support the FM in the planning and organising of the H&S Committee.

Organising H&S training and briefings, including First Aid courses, Manual Handing, Fire Marshall briefings and others.

Responsible for accident reports and Riddor reports to HSE.

Organise all vaccinations at the School run by the NHS and private Flu clinic for staff. This includes all communications with parents, and accompany the NHS staff and pupils on the day of the vaccination.

Assist the FM in all his/her responsibilities if required.

Qualifications and Experience

• Degree educated or similar qualifications, ideally in a Facilities relevant subject
• 3-5 years' experience working, ideally (but not necessarily) within an education or health environment
• Excellent organizational and time managements skills
• Strong MS Office 365 experience, Word and Excel
• Prioritizing extensive task list throughout the day and dealing with shifting priorities
• Work effectively under pressure
• Experience using a variety of software applications
• Experience working in a 'customer centric' environment
• Knowledge of German desirable but not essential
• Displays high levels of accuracy and attention to detail

Personal attributes

• Goes the 'extra-mile' to support all areas of the school
• Team player who adapts quickly to colleagues from different demographics
• Flexible, adapting quickly to the business needs of the school
• Positive attitude and solution focused
• Maintain highest level of confidentiality and integrity
• Sympathetic to the needs of colleagues
• Open towards change

Generous paid annual leave

Paid sick leave

Professional development support

Employee assistance programme (EAP)

Free beverages

Free parking

Excellent pension scheme

Exclusive staff discounts / Partnerships

Casual dress code

Subsidised meals

Company events / Team-building activities

Beautiful office space

Please upload your application (cover letter and CV) at your earliest convenience, including your certifications, where relevant.

Application deadline: 13th Oktober 2025

Job start: asap

(Interviews will be held on a rolling basis. The School reserves the right to hold final interviews and appoint before the closing date.)