Administrative Assistant - Property Services

Administrative Assistant – Property Services (Compliance & HSE)

Salary: Highly competitive, dependent on experience and skills + Benefits

Hours: Full-time, permanent (Monday to Thursday 8.30am – 4.30pm plus Friday 8.30am – 4pm)

Based at Ampleforth Abbey YO62 4EN

Closing date: Wednesday 3rd June

Benefits

Up to 8% employer-matched pension
Life assurance
Free lunch during working hours
Free on-site parking
20% discount at the Tea room and Abbey Shop
Cycle to Work Scheme
Christmas Closure
Historic Houses and Yorkshire Great Houses, Castles and Gardens passes to borrow
Employee Assistance programme
Retail savings platform
50% discount on fitness suite, swimming and other activities at St Albans Centre
About Ampleforth Abbey

Ampleforth Abbey is home to the UK’s largest Benedictine monastic community, rooted in the Rule of St Benedict. Our mission is to seek God through prayer and service, and to invite others to experience faith in action.

Located in the Howardian Hills near York, the Abbey sits within an Area of Outstanding Natural Beauty and welcomes thousands of visitors each year to its Retreat Centre, Visitor Centre, Shop and Tea Room.

Ampleforth Abbey Trust, a registered charity, works alongside the monastic community to support this mission. With around 60 lay staff, the Trust delivers on a five-year strategy, choosing a Future Together, to ensure a sustainable, faith-led future for the Abbey and its valley home.

We are looking for an Administrative Assistant – Property Services who will embrace the opportunity to work in a charitable organisation for our monastic community,tearoom, employees and guests.

Reporting into the Head of Property Services you will provide comprehensive administrative and operational support, with a strong focus on compliance, Health, Safety & Environmental (HSE) administration, contractor coordination, and property service documentation. The role ensures efficient management of records, statutory compliance processes, reporting, and departmental communications across the property portfolio.

The successful candidate will be able to demonstrate excellent organisational skills alongside an authentic commitment to the ethos and values of the Abbey.

If you enjoy working in a friendly peaceful atmosphere, meeting new people, being part of a hardworking team Ampleforth Abbey is perfect for you!

Main Responsibilities but not limited to:-

Administrative Support

Provide 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 switchboard
Welcome visitors to the site
Process the post for the site
Compliance Administration

Maintain 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) Support

Assist 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 Coordination

Liaise 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 Management

Produce 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.
Experience

You will have:

GCSEs (or equivalent) including English and Maths.
Business Administration qualification desirable.
HSE or compliance-related training/certification advantageous.

Own transport required – located Ampleforth
Previous 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.
Desirable

Experience 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

INDLS 

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