Maintenance Administrator

Administrative

Part-time, permanent

£13,353.50 – £15,189 (£26,707 – £30,378 FTE), plus £865 (£1,730 FTE) Oxford weighting.

17.5 hours per week

Deadline: Wednesday 07 January 2026

We’re looking for an organised and motivated Maintenance Administrator to join our friendly Maintenance team. This is a part-time role (17.5 hours per week) with a salary of £13,353.50 – £15,189 gross per year (£26,707 – £30,378 FTE), plus £865 (£1,730 FTE) Oxford weighting.

About the role

As our Maintenance Administrator, you’ll provide essential administrative support for the day-to-day running of maintenance activities across the College estate. You will work closely with the Maintenance Manager and colleagues across different departments to ensure maintenance requests are handled smoothly and communicated clearly.

Your work will include:

Monitoring and accurately logging maintenance requests received by email, telephone or in person
Using the College’s online maintenance reporting tool and supporting others to use it effectively
Producing weekly reports for the Maintenance Manager and Assistant Maintenance Manager, and monthly reports for the Head of Operations and Estates
Answering phone calls and responding to in-person enquiries during working hours
Acting as the point of contact for external contractors and providing induction information, including guidance on College procedures and site protocols
Reconciling delivery notes, checking and coding invoices, and processing them for approval in line with the Procurement Policy
Ordering supplies and materials within agreed budgets
Taking meter readings and uploading them to utility portals
Supporting the College’s Green Impact Team by arranging meetings, noting actions and circulating updates
Maintaining departmental health and safety records, including risk assessments, COSHH documentation, asbestos and gas safety records
Assisting with arranging and communicating planned preventive maintenance (PPM) schedules, including tests and inspections
Supporting the Maintenance Manager with updating digital and hard-copy health and safety compliance records

What we’re looking for

Essential

Previous experience in an administrative role
Excellent organisational skills and the ability to prioritise work effectively
Clear and confident communication skills, both written and verbal
Strong interpersonal skills and a collaborative approach
Excellent customer service skills
Good IT skills, particularly using MS Office, and confidence learning new systems
A methodical and efficient approach to office procedures
Ability to work well within a team, and independently when needed
Self-motivation, proactivity and strong attention to detail
Flexibility and willingness to adapt as the role evolves

Desirable

Experience working in a College or University environment
Sympathy with the values and ethos of a small collegiate institution

Please read the attached job description (including person specification) for more information.

About St Antony’s College

St Antony’s is a vibrant, international graduate-only college. Founded in 1950, we are proudly modern and inclusive – with a diverse, global community drawn from more than 70 countries and representing many disciplines. We value curiosity, respect and collaboration, and every member of staff plays an important role in supporting the student experience.

Our College estate blends historic and modern buildings, including facilities used for research, teaching, accommodation and community life. The Maintenance team plays an essential role in keeping this environment safe, comfortable and well cared-for – as a Maintenance Administrator at St Antony’s, your work will help to maintain this historic and evolving College estate.

We offer excellent employee benefits, including:

41 days annual leave including bank/public holidays, with the option to sell up to five days per year for additional pay
Membership of the OSPS pension scheme
Free staff meals in the Dining Hall when on shift immediately before and after lunch service
Staff social events, including a summer party and winter children’s party, plus informal activities run by the Staff Social Committee
Bus travel scheme, cycle to work scheme, and free staff parking on-site
A University Card giving you free or discounted access to Oxford colleges, museums, gardens and libraries
Retail discounts through University schemes for both online and local businesses

How to apply

Please send your completed application form to recruitment@sant.ox.ac.uk by 9.00am on Wednesday 7 January 2026. Interviews will take place on Wednesday 14 January 2026.

We will shortlist candidates based solely on how closely they meet the essential and desirable criteria in the person specification. Please note that we cannot consider late or incomplete applications.

Any offer of employment will depend on satisfactory references and confirmation of your right to work in the UK.

St Antony’s College is an equal opportunities employer. All applicants will be invited to complete a confidential and anonymous monitoring survey, which is not shared with the selection panel.

A privacy notice for applicants and information about how we use your data can be found at https://www.sant.ox.ac.uk/about-st-antonys/how-we-use-your-data

Published date: December 4, 2025