SWACA Facilities Administrator

Key Responsibilities

• Maintain robust systems, support staff and volunteers, coordinate key organisational processes, and ensure the organisation functions effectively and in line with relevant legislation and good practice.
• Contribute to a wide range of operational and administrative activities, ensuring consistency, organisation, and high professional standards across the organisation’s functions.
• Oversee compliance with health and safety regulations, manage building maintenance and capital improvement works, and lead the procurement and management of utilities and infrastructure services to achieve optimal commercial outcomes and operational efficiency.

Operational Administration

• Maintain accurate and compliant record-management systems and ensure that all data is handled, stored, and processed in accordance with the Data Protection Act (DPA), UK GDPR, and relevant organisational procedures.

Meeting Coordination and Governance

• Arrange, schedule, and coordinate the SWACA quarterly Board Meetings, ensuring agendas and papers are prepared and circulated in a timely manner.
• Provide professional note-taking and minute-taking for Board meetings, and ensure that meeting actions are logged, tracked, and communicated clearly.

Facilities, IT and Health and Safety

• Oversee building-management responsibilities, including contractor liaison, maintenance coordination, and supporting the nominated Health & Safety lead to maintain compliance.
• Work with the designated IT lead to help ensure systems are effectively managed and resources are used efficiently, reducing unnecessary costs or wastage.

Compliance, Governance and HR Administration

• Manage contractual arrangements with suppliers, monitor key renewal dates (including DBS checks and insurance), and conduct DBS applications.
• Support the Chief Executive with Companies House and Charity Commission annual returns, assist with the preparation of the Annual Report, and provide HR-related administrative support in line with ACAS good practice.

Fundraising, Partnership and Support

• Promote the organisation at all times and build effective working relationships with internal and external stakeholders.
• Carry out any additional duties that are reasonably required to support the smooth functioning of the organisation.