SWACA Facilities Administrator

About the role

Facilities Administrator

Accountable
to: Chief Executive
Line Manager: Chief Executive
Hours of Work: 14 or 21 hours
Salary: To be confirmed

Purpose

The Facilities Administrator plays a pivotal role in ensuring the smooth, efficient and compliant day‑to‑day operation of the organisation. The postholder provides high‑quality administrative, organisational, and operational support to the Board of Trustees, Chief Executive, and Senior Leadership Team. This includes maintaining robust systems, supporting staff and volunteers, coordinating key
organisational processes, and ensuring that the organisation functions effectively and in line with relevant legislation and good practice.

Key Responsibilities

The Facilities Administrator will contribute to a wide range of operational and administrative activities, ensuring consistency, organisation and high professional standards across the organisation’s functions.

The role oversees compliance with health and safety regulations, manages building maintenance and capital improvement works, and leads the procurement and management of utilities and infrastructure services to achieve optimal commercial outcomes and operational efficiency.

Operational Administration

The postholder will be responsible for a wide range of administrative functions, including maintaining
accurate and compliant record-management systems and ensuring 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
* The role includes arranging, scheduling and coordinating the SWACA
quarterly Board Meetings, ensuring agendas and papers are prepared and
circulated in a timely manner.
* The Facilities Administrator will provide professional note‑taking and
minute‑taking for Board meetings, and will ensure that meeting actions are
logged, tracked and communicated clearly.
* Varying shifts to cover the Board Meeting, which is normally held
between 16:00 – 19:00 hours.

Facilities, IT and Health and Safety
* The postholder will oversee building‑management responsibilities,
including contractor liaison, maintenance coordination and supporting the
nominated Health & Safety lead to maintain compliance.
* Working with the designated IT lead, they will help ensure systems are
effectively managed and that resources are used efficiently, reducing
unnecessary costs or wastage.

Compliance,
Governance and HR Administration
* The Facilities Administrator will manage contractual arrangements with
suppliers, monitor key renewal dates (including DBS checks and insurance), and
conduct DBS applications.
* They will 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
* The postholder will promote the organisation at all times and will build
effective working relationships with internal and external stakeholders.
* The postholder will carry out any additional duties that are reasonably
required to support the smooth functioning of the organisation.

Experience and Knowledge

Significant experience in office administration and operational support.

Experience arranging meetings, minute‑taking and facilitating discussions.

Experience in building and/or facilities management.

Strong understanding of communication systems, including social media.

Experience contributing to policy updates and organisational compliance.

Strong IT literacy, including use of Microsoft Office.

Understanding of the impact of domestic abuse on individuals and families.

Skills and Abilities

Excellent organisational, communication and problem‑solving skills.

Ability to work effectively with a diverse range of stakeholders.

Strong professional standards, including adherence to policies and procedures.

Ability to maintain positive and constructive working relationships.

Self‑motivation and the ability to manage a varied workload effectively.

Commitment to ongoing learning and development.

Ability to work in alignment with the organisation’s values and ethos.

Desirable
Requirements
* Knowledge of the Voluntary, Community and Charitable Sector.
* Experience of fundraising or income‑generation activities.
* Experience delivering presentations or talks.
* Debt and payment collection.

How to apply:

Applicants need to email recruitment@swaca.com for the application form.