Facilities Administrator

**Position Description**
**Facilities Administrator
**Position Title **Facilities Administrator

**Reports To **Facilities Manager

**College **At Geelong Lutheran College it is expected that each staff member will support the Christian ethos of
**Objective **the schools. A good example for Christian living is to be given to children and parents by words and

actions.

The Christian Education environment we offer depends largely on the maturity and professionalism
of all staff. Therefore, it is expected that all staff members co-operate fully with the Head of College,
Principal and other staff in adhering to the policies, teachings and fostering the ethos, culture and
traditions of Geelong Lutheran College.

Staff are expected to support the Christian ethos of Geelong Lutheran College and to demonstrate
courtesy, co-operation and teamwork with fellow members of staff.

**Position **The Facilities Administrator is an integral part of the College’s operations and is accountable to the
**Overview **Facilities Manager.

This role is required to deal with a diverse range of operational, facility, property and maintenance
administration matters, in particular supporting the Facilities Manager by pro-actively providing timely
support and being an integral member of the College Community.

**Key **The Facilities Administrator will assist in the bus operations and facilities of both campuses, in a
**Responsibilities **variety of administration tasks, while abiding by the Occupational Health and Safety requirements of
**& Duties**:Geelong Lutheran College.

**Bus Fleet Coordination**:
The College is currently operating bus services for students across the Geelong region, consisting of a
mixture of College-owned buses and licensed buses from a registered Bus Company and will co
- ordinate the following duties:

- Oversee the College’s Bus Management System including updating/inputting data

as necessary.
- Liaise with the College parent community on day-to-day queries surrounding bus

routes, including answering queries related to bus services.
- Provide monthly KPI reporting to the Facilities Manager
- Complete bus bookings for School excursions, camps and events
- Oversee of the College employed bus drivers e.g., rostering, feedback, reviews etc.
- Co-ordinate bus cleaning, scheduled maintenance and repairs, annual safety inspections,
- and fuel management- Liaise with external bus providers as required
- Coordinating compliance with the regulatory and statutory requirements with bus

operations, including student card tap on/tap off, seatbelts, accreditations, bus licenses,
policies etc.
- The annual updating of bus routes and additional student users
- Dealing with emergency scenarios and reporting these to staff and Transport Safety Vic.
- Assisting the Facilities Manager (if required) regarding:

- Feedback on bus contracts
- Researching bus purchases
- Updating bus driver position descriptions
- Updating and developing any processes and procedures
- Any other bus duties assigned by the Facilities Manager

**Facilities Administration**:

- Research, purchasing and requisitioning of adequate inventories of supplies, materials
- and equipment- Creating purchase orders for the Facilities Department
- Allocation of keys / security cards to staff and student bus cards
- Administer bookings of facilities with any external parties
- As directed by the Facilities Manager, complete specific tasks related to Capital Projects
- Contribute to the review of policies and procedures
- Assist with implementing risk mitigation and compliance requirements
- Co-ordinate the input of property data into the College’s integrated facility management
- software.- Provide support with practical arrangements for functions, excursions and other College
- events and activities, including furniture setup- Organising transport options including MYKI, public transport, due to roadworks etc.
- Liaising with software providers to improve user outcome
- Providing updates to the College website with bus information
- Any other assigned duties as directed by the Facilities Manager.

**General**:

- Participate in team and staff meetings and College events when requested- Any other duties as requested by the Facilities Manager or Business Manager
- Adhere to College policies, procedures and practices
- Assist other team members if or when required
- Participate in ongoing OHS development
- Promote that all OHS procedures are followed
- Attend and if required participate in daily staff devotions and briefings
- Traffic management duties from time to time
- Willingness to attend professional development
- Adhere to the College expectations regarding personal and professional presentation
- and dress- Any other assigned duties may be directed by the Head of College, Principal or their

nominee as required and in consultation.
**Selection **_These selection criteria will form the basis to assess applicants for short-listing and determine the _**P