Job Description

Dodington Park Estate is on the boundary between South Gloucestershire and the county of Bristol balanced on the Cotswold Escarpment. At the centre of the estate is Dodington House an 18th Century Georgian mansion which is currently being used as a private home.


We are looking for a Senior Administrator for the Security Team. This role will report to the Security Manager and join an established team of 20. When you come to work at Dodington Park, you'll be joining a team of dedicated employees who work towards the renovation and maintenance of the house and surrounding estate, where we always strive to achieve the highest possible standards of work and craftsmanship.

Role Overview

To provide a high-level administrative support to the Security Team, ensuring the smooth operation of security services. The Senior Administrator will manage documentation, coordinate schedules, support compliance and audits, and act as a key liaison between internal departments and external contractors.

Requirements

Reception


o Receive and assist visitors to DPE and Dyson Farming, using the Visitor Management System


o First point of contact for deliveries; liaising with the appropriate recipient, as needed.

Administrative Support:


o Process administrative requests as required by the Security Manager.


o Carry out standard and non-standard administrative processes, including troubleshooting, maintaining and auditing access and key control systems.


o Maintain and update security documentation, including incident reports.


o Prepare reports, presentations and correspondence for the Security Manager and Estate Manager.


o Manage calendars, schedule meetings and events, and coordinate training for security.


o Process security overtime claims on the DPE Time & Attendance system (the Security Manager will maintain responsibility for final approval).


o Record absence for the security team, supplying HR with required information for payroll. Assist with relevant sickness document e.g. obtaining FIT notes.


o Assist with the DPE Procurement System, including raising Purchase Orders.


o Ordering supplies, including uniforms Assist with expense claims for the security team.


o Raise IT support tickets.

Operational Coordination:


o Liaise with external suppliers to ensure service aligns with contractual agreements.


o Support the onboarding of new security staff and contractors.


o Monitor and manage access control systems and visitor management processes.


o Issue identity cards to DPE employees and amend access levels as and when required.


o Assist with the security roster, including processing of annual leave requests.

Compliance & Governance:


o Ensure security procedures and documentation meet regulatory & compliance standards.


o Assist in preparing for audits and inspections, maintaining accurate and up-to-date records.


o Assist with ensuring that mandatory training is completed by the security team.


o Review CCTV when requested by SMT, for example, in relation to Health and Safety investigations.

Data Management & Reporting:


o Oversee the computerised security folder, ensuring housekeeping is maintained and GDPR adhered to.


o Compile and analyse data from security systems to support operational decisions.


o Make accurate and effective use of relevant data to create and revise documents/reports, communicating as required to relevant stakeholders.


o Produce regular reports on incidents, access control, and staffing levels.

Communication & Liaison:


o Build and maintain effective working relationships with external contacts such as the police, including assisting with CCTV requests (to include the necessary GDPR requirements).


o Maintain effective working relationships with internal stakeholders.


o Act as a point of contact for internal queries related to security operations.


o Coordinate with other departments to support integrated estate management.


o Attend briefings with the security team, as required.



o Any other ad hoc duties.

Person specification

Proven experience in a senior administrative role, ideally within a security environment. Excellent organisational and time-management skills with ability to meet deadlines. Professional manner. Inquisitive mindset, for example, to identify irregularities in access control systems. Confident and effective communication skills. Proactive, positive and flexible approach. Excellent problem-solving ability. Excellent attention to detail and a desire to achieve high standards Willingness to take responsibility and ability to act decisively Strong sense of discretion, appreciating the confidentiality of the work. Self-motivated and able to take the initiative. Ability to work autonomously whilst possessing strong teamwork skills. Computer literate including in Microsoft Suite. Knowledge of a security management system is desirable. Experience working with access control or CCTV systems. Knowledge of security compliance standards is desirable. Familiarity with estate operations is desirable Valid driving license

Benefits

Our employees are offered a competitive reward package, including the following benefits:

Discretionary bonus scheme. Pension scheme. Life assurance. Learning and development opportunities Charitable Giving via payroll (Give as You Earn). Cycle to work scheme. Employee Assistance Programme. Access to product discounts Free parking




To increase your chances of being short listed please submit a covering letter in addition to your CV clearly addressing how you meet the criteria outlined above and including details of your required package