Apprentice Administrator - F&S Department

SCOPE

1. Provide efficient and accurate administrative support to the Fire & Security Department within a busy maintenance environment.
2. Support the planning, scheduling and monitoring of planned and reactive maintenance for fire alarms, emergency lighting, smoke control, access control, CCTV and associated life-safety and security systems.
3. Communicate professionally with residents, clients, engineers, subcontractors and internal teams to arrange appointments, confirm access and provide timely service updates.
4. Maintain complete and accurate job, asset, attendance and compliance records within the company’s systems.
5. Prepare routine reports and management information to support contractual, operational and compliance requirements.

KNOWLEDGE

1. GCSEs, or equivalent qualifications, including English and mathematics.
2. Working knowledge of Microsoft 365 applications, particularly Outlook, Word and Excel.
3. A basic understanding of office administration and a willingness to develop knowledge of Fire & Security maintenance operations.
4. Awareness of the importance of health and safety, data protection, confidentiality and accurate compliance records.
5. Previous experience in an office, customer service or maintenance environment is desirable but not essential.

SKILLS

1. Clear and professional written and verbal communication.
2. Ability to organise and prioritise tasks in a busy, service-led environment.
3. Accurate data-entry, record-keeping and document-management skills.
4. Strong attention to detail when handling job information, property records, appointments and compliance documents.
5. Ability to work collaboratively with managers, supervisors, engineers and support teams.
6. A professional, helpful and customer-focused approach.
7. Confidence to use initiative, ask appropriate questions and escalate urgent or safety-critical matters promptly.
8. Ability to handle confidential information responsibly.
9. Commitment to completing the apprenticeship programme and continuing professional development.

DUTIES

1. Provide general administrative support to the Fire & Security Department, including managing correspondence, maintaining electronic filing systems and updating departmental records.
2. Create, update and close planned and reactive maintenance jobs accurately within the company’s job-management system.
3. Assist with scheduling engineers and subcontractors across London, considering appointment times, access arrangements, travel requirements and work priorities.
4. Contact residents, clients and site representatives to arrange appointments, confirm access requirements and communicate changes or delays.
5. Monitor engineer attendance and job progress, update expected arrival times and promptly escalate missed appointments, access issues and urgent service matters.
6. Maintain accurate property, system and asset records for fire alarms, emergency lighting, smoke control, access control, CCTV and other relevant systems.
7. Process completed worksheets, certificates, photographs and other service evidence, checking records for completeness and referring omissions to the appropriate person.
8. Assist with routine operational and compliance reporting, including job status, attendance, outstanding actions, asset information and service performance.
9. Respond promptly to telephone calls and shared mailbox enquiries, resolving straightforward queries and directing technical or safety-critical matters to the appropriate manager or engineer.
10. Support managers and administrators with diary management, meetings, minutes, presentations and other departmental activities.
11. Follow company procedures for health and safety, quality, environmental management, data protection, confidentiality and customer care.
12. Manage workload effectively to allow sufficient time for apprenticeship training, assessments and completion of the relevant qualification.
13. Undertake other reasonable duties appropriate to the role and level of responsibility to support effective delivery of the Fire & Security maintenance service.