Location: Be First
5th Floor, MAKE IT Barking
15 Linton Road
Barking
London IG11 8HE
To lead the administrative function of the Building Control service, providing high-level support to the Head of Building Control and ensuring the service operates efficiently and in full compliance with Building Safety Regulator (BSR) operational standards and reporting requirements. This includes oversight of BSR KPIs, day-to-day admin operations, financial processes, and delivery of executive PA-style support.
1. BSR Compliance and Reporting
Lead on the collation, analysis, and submission of BSR KPI data, ensuring accurate and timely reporting.
Ensure the service remains compliant with BSR Operational Standards Rules, identifying gaps and coordinating remedial actions.
Maintain up-to-date records and evidence in line with BSR audit requirements.
2. Operational Administration
Oversee the day-to-day administrative functions of the Building Control team, ensuring the smooth operation of workflows, document handling, and service processes.
Take ownership of the document control system, ensuring accurate version management, secure storage, and timely retrieval of statutory records, certificates, applications, and correspondence.
Administer and maintain the Building Control Quality Management System (QMS), ensuring processes, templates, and procedures are up to date, properly documented, and aligned with BSR requirements.
Coordinate preparation for internal and external audits, ensuring all records and documented information are audit-ready, traceable, and compliant with both local authority governance and BSR requirements
Support continuous improvement by identifying process gaps, proposing updates to procedures, and embedding a quality-focused culture across administrative practices.
Supervise and provide guidance to administrative colleagues, ensuring consistent application of procedures and a high standard of customer service.
3. Finance and Invoicing
Manage and reconcile income records, including processing of fees, issuing of invoices, and liaising with finance teams on income tracking and variance reporting.
Monitor purchase orders, payments, and procurement processes in line with council procedures.
Support budgeting and forecasting processes by providing accurate administrative financial data.
4. Executive & PA Support
Provide professional PA-style support to the Head of Building Control, including diary management, meeting coordination, minute taking, and drafting correspondence.
Support project administration, service improvement initiatives, and cross-departmental communications as directed by the Head of Service.
5. MS Systems and Information Management
Maintain and develop administrative systems using Microsoft 365 tools (Excel, Teams, SharePoint, Outlook etc.).
Support data quality improvement across key systems, including document storage, template management, and internal dashboards.
Prepare reports and presentations for management and regulatory bodies as required.
Significant administrative experience in a regulatory, technical, or local government environment.
Proven experience in managing or supporting a document control system and maintaining administrative records to a high standard.
Strong working knowledge of Microsoft Office applications, particularly Excel, SharePoint, Teams, and Outlook.
Experience coordinating or supporting compliance with statutory or regulatory requirements, ideally within a building control, planning, or safety-critical setting.
Experience with financial administration, including invoicing, purchase orders, and income reconciliation.
Excellent organisational skills with a high level of accuracy, attention to detail, and the ability to prioritise workload effectively.
Strong communication and interpersonal skills, with the ability to handle enquiries professionally and take initiative when appropriate.
Experience maintaining or administering a Quality Management System (QMS) aligned with ISO 9001.
Experience preparing for or supporting internal and external audits.
Familiarity with Building Safety Regulator (BSR) standards or experience in a building control environment.
Experience providing executive support within a professional or public sector setting.
Line management or supervisory experience.
