Facilities and Compliance Administrator - £35,000 (6 months fixed term with view to extend)

Written By Goldsmiths' Company

We are looking for a proactive, detail-oriented Facilities & Compliance Administrator and or experienced Administrator to provide critical administrative support to the Facilities Manager, Maintenance Team Leader, and Events Manager. This role will play a pivotal part in maintaining accurate compliance records, supporting ongoing projects, and ensuring smooth day-to-day facilities operations.

The ideal candidate will have an IOSH qualification and bring proven administrative experience in a health & safety, facilities, or compliance-led environment. They will also be tech-savvy, with the confidence to navigate a variety of systems and support digital transformation projects. 

Goldsmiths’ Hall, Foster Lane, City of London

A contemporary company with deep roots in the past, the Goldsmiths’ Company is one of the Great Twelve City of London Livery Companies. Established in 1327 and now with an 1800-strong membership, the Company has contributed to national life for eight centuries.

The Company advances the trade and craft of silversmithing and jewellery through training, exhibitions and fairs, and operates the London Assay Office which protects trade and consumers by testing and hallmarking precious metals. The Goldsmiths’ Company Charity transforms life chances, working with charitable, education and cultural partners.

Join Our Team

We are looking for a proactive, detail-oriented Facilities & Compliance Administrator and or experienced Administrator to provide critical administrative support to the Facilities Manager, Maintenance Team Leader, and Events Manager. This role will play a pivotal part in maintaining accurate compliance records, supporting ongoing projects, and ensuring smooth day-to-day facilities operations.

Key responsibilities: 

Procurement & Supplier Liaison 

  • Raise purchase orders for goods and services across Facilities, Maintenance, and operations teams. 

  • Liaise with suppliers for quotes, contracts, and amendments. 

  • Research and recommend alternative suppliers for improved value or sustainability. 

  • Support procurement linked to daily operations, long-term maintenance (15-year plan), and capital projects. 

Compliance & Records Management 

  • Review the file retention schedule and archive documents in line with compliance requirements (e.g., asbestos records, 20-year retention). 

  • Digitise and restructure paper-based records into an accessible digital filing system. 

  • Maintain and prepare compliance documentation for audits and inspections. 

  • Collate, review, and organise health and safety documents with a strong understanding of compliance frameworks. 

Access Control & Security Support 

  • Update and manage access control records and issue passes. 

  • Assist with implementing a new digital key cabinet, including key scheduling, tagging, and programming. 

Project Administration 

  • Provide administrative support for key facilities projects, including the ground floor redevelopment. 

  • Format and proofread documentation, prepare files, and support reporting requirements. 

  • Minute-taking for relevant committees or project meetings, as required. 

General Administrative Support 

  • Provide flexible admin support across the Facilities and Operations teams. 

  • Assist other departments with ad hoc administrative needs. 

Person Specification

Essential: 

  • IOSH qualification (Institution of Occupational Safety and Health). 

  • Proven experience in a facilities, health & safety, or compliance-focused administrative role. 

  • Strong understanding of compliance and recordkeeping best practices. 

  • High level of organisation, accuracy, and attention to detail. 

  • Confident communicator, capable of managing supplier relationships and cross-team coordination. 

  • Technology literate, with the ability to work comfortably across digital systems and platforms. 

  • Experience working with developers or technical teams (e.g. in relation to CRM or system implementations). 

  • Proficient in Microsoft Office and document management tools. 

Desirable: 

  • Experience digitising manual processes or supporting system upgrades. 

  • Familiarity with facilities management software or CRM platforms. 

  • Understanding of access control and security infrastructure. 

  • Experience with ISO policy standards 

What We Offer: 

  • Competitive Salary: £35,000 per annum (6 month fixed term contract with a view to extend)

  • Generous Benefits: Company pension contribution up to 14%, Simply Health cash plan, and more. 

  • Flexible Hours: 33.75 hours per week, typically 9:30 am - 5:15 pm (at least 3 days a week with flexibility to work from home up to 2 days a week), some evening work may be required for events.

How to apply

To apply, please send your CV and covering letter detailing how you meet the requirements of the role to Leena.Patel@thegoldsmiths.co.uk

The deadline for applications is 21 April 2025, and if you are successful in being shortlisted, we will be in touch shortly after the closing date.

Interviews will be held at Goldsmiths’ Hall, Foster Lane, London EC2V 6BN during April 2025.

Goldsmiths' Company