Office & Facilities Assistant

The Good Shepherd Trust, Guildford, GU1 1JY

14 days remaining to apply

• Start date details

  ASAP

• Closing date

  19 November 2026 at 5pm

• Date listed

  4 November 2026

Job details

• Job role:
  • Administration, HR, data and finance
• Visa sponsorship: Visas cannot be sponsored
• Working pattern: Part time
• Contract type: Permanent
• Full time equivalent salary: £17,575.00 - £17,575.00 Annually (Actual) Actual salary for 30 hours per week/ Term time only Monday to Friday, 8.00am to 2.30pm or 7.30am to 2.00pm FTE Salary £24,879

Office & Facilities Assistant job summary

We are currently looking for an Office & Facilities Assistant for our central Larch Building. You will provide a welcoming, professional front-of-house service at the Larch Building and keep shared office facilities organised, supplied and ready for use.Key responsibilitiesReception and front-of-house service

• Answer the door, welcome visitors professionally and notify colleagues promptly of their arrival.

• Receive deliveries and pass them to the appropriate person.

• Maintain a tidy and presentable reception and entrance area.

• Follow Trust procedures for admitting visitors and managing access to the building.

Shared administration inbox

• Monitor the shared administration email inbox during contracted working hours.

• Review enquiries and forward or allocate them promptly and accurately to the appropriate person or team.

• Respond to routine enquiries using agreed information and responses.

• Escalate urgent, sensitive or unclear enquiries to the appropriate colleague.

• Record enquiries awaiting allocation or follow-up and flag outstanding items to the appropriate colleague.

Meeting-room preparation

• Prepare clean, tidy meeting rooms with tables, chairs, basic refreshments, stationery and routine supplies as required.

• Check and reset rooms between bookings so they are ready for use.

Communal areas

• Keep the kitchen and shared areas clean, tidy and presentable during the working day, including cupboards and work surfaces.

• Load and unload the dishwasher and put away clean items as required.

• Monitor supplies of tea, coffee, milk and other agreed kitchen items and arrange or request replenishment before they run out.

• Replenish hygiene products as required, including paper towels, toilet rolls and handwash.

• Report faults, damage, cleaning, maintenance or other facilities issues in meeting rooms and shared areas promptly.

Supplies and general office administration

• Monitor office and meeting-room consumables, replenish them from available stock and identify items that need ordering.

• Put away routine office supplies when they arrive.

• Carry out printing and copying, prepare meeting materials and distribute post as required.

• Handle emails, visitor information and office documents confidentially and in accordance with Trust procedures.

• Undertake other reasonable duties consistent with the nature and level of the post.

Person specificationEssential

The successful candidate will:

• Welcome visitors confidently in a friendly, helpful and professional manner.

• Communicate clearly and accurately, both verbally and in writing.

• Be reliable and punctual.

• Organise routine tasks independently, prioritise competing requests and seek guidance when needed.

• Use email and standard Microsoft Office applications for routine administration.

• Distinguish routine enquiries from urgent, sensitive or unclear matters requiring escalation.

• Handle enquiries and complete routine tasks accurately and with attention to detail.

• Be willing to carry out practical tasks and keep shared spaces clean and welcoming.

• Handle confidential information discreetly in a Trust office environment.

Desirable

• Experience of working in a reception, office, hospitality, facilities or customer-service environment.

• Experience of working in a school, education or public-sector environment.

Further information about the job

The candidate will be required to undergo a full enhanced DBS check and must be eligible to work in the UK.

Visas cannot be sponsored.

If you're interested in teaching or training to teach in England as an international citizen, we can help you understand your next steps.

Commitment to safeguarding

The Good Shepherd Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We ensure that all our employment practices reflect this commitment. All appointments are made subject to an enhanced DBS clearance (Disclosure and Barring Service), satisfactory references and qualification checks.

Applying for the job

This school accepts applications through their own website, where you may also find more information about this job.

CVs will not be accepted for this application.

About The Good Shepherd Trust

• Type: Multi-academy trust
• Website: The Good Shepherd Trust website
• See more jobs: teaching-vacancies.service.gov.uk/organisations/the-good-shepherd-trust

Welcome from the CEO - Paul Kennedy
A very warm welcome to the Good Shepherd Trust (GST) and thank you for taking the time to visit our website. I joined the GST as CEO in February 2020 having spent over twenty-five years in education as a teacher, leader, headteacher and trust CEO. This is an exciting time for the GST as we further develop and strengthen our network of schools.

The GST is a multi-academy trust serving 18 schools within the Diocese of Guildford across Surrey and Hampshire. Our trust comprises both primary and secondary schools, schools affiliated to the Church of England and others who are not. Our purpose is to grow and maintain a strong network of schools within a highly supportive and sharing network: we know that schools are better when they work together sharing common values and goals. Opportunities for staff development are a key priority for us - as a member of support staff, as a teacher, as a head teacher or as a local committee member you will have access to wide and varied professional development.

But at the heart of what we do are the children and young people within our schools. GST schools are first and foremost highly inclusive settings where we strive to see each child flourish and grow, transforming lives and offering breadth and richness in each school’s individual curriculum. We also seek to fulfil the Church of England’s vision for education providing schools for the entire community we serve, for people of all faiths and none.

Our mission is drawn from the words of Jesus in John’s Gospel – ‘I have come that you may have life and have it to the full.’ It is in this context that Jesus reveals to us the wonderful image of himself, The Good Shepherd who shows us how to live, to love and serve others whilst we experience the richness of life in its fullness.

Whether you are a parent, teacher, leader or prospective member of a local committee or a Trustee, please get in touch if you would like to know more about the GST.

With best wishes,

Paul Kennedy

Chief Executive Officer

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