Apprentice Administrator - F&S Department

SCOPE

• Provide efficient and accurate administrative support to the Fire & Security Department within a busy maintenance environment.
• 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.
• Communicate professionally with residents, clients, engineers, subcontractors and internal teams to arrange appointments, confirm access and provide timely service updates.
• Maintain complete and accurate job, asset, attendance and compliance records within the company’s systems.
• Prepare routine reports and management information to support contractual, operational and compliance requirements.

KNOWLEDGE

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

Skills

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

DUTIES

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