Facilities Manager

Main Duties and Responsibilities

Strategic Projects

•   To work with the members of the Senior Leadership Team and professional advisors on strategic planning matters which relate to the School’s Masterplan.

•   Preparation of plans for improvements, extensions or new construction including the selection and appointment of professional consultants and oversight of their performance.

•   To appoint architects, consultants and contractors, as appropriate, following the school’s procurement procedures and to monitor the work of contractors.

•   To keep an up to date list of preferred contractors and ensure DBS checks are carried out where necessary.

•   To obtain necessary advice and permissions in relation to building regulations, listed building consent, planning consents and fire authority approvals.

•   To be the school’s nominated contact and liaison officer for overseeing approved capital projects throughout the detailed planning stages, design, procurement, works on site and handover.

•   To manage all minor works projects including coordination of all services, fixed furniture and equipment.

•   To prepare budget requirements for anticipated projects, improvements and replacement of major plant and equipment.

Repairs and Maintenance

•   To be responsible for the repair, maintenance and improvement of all school buildings and facilities.  

•   Be responsible for the maintenance of accurate records, plans, drawings and Operation and Maintenance Manuals relating to the school’s buildings, plant and services infrastructure.

•   To carry out or commission condition surveys every five years on the school’s buildings in order to provide advice and to inform the planned maintenance and refurbishment programme.

•   Establish the school’s needs and priorities; instructing work to be carried out and then monitoring the standards achieved, timeframe, and keeping staff informed of work in progress.

•   To achieve repairs and maintenance works inhouse on the basis of cost effectiveness and efficiency.

•   Management of all buildings-related maintenance service contracts.

Grounds, Sports Pitches and Gardens

•   To oversee and manage the facilities team.

•   Regularly liaise with the Senior Leadership Team and Lead Teacher of PE to ensure that the provision and quality of sports pitches is satisfactory.

•   Lead and manage the development and improvement of the grounds and gardens on the site.

•   Lead operations to ensure the safety of the site in the event of snow, ice, high winds or other weather-related events.

•   Take responsibility for the management of the trees on the school site including

•   Support the facilities team in coordinating the movement of furniture as required by school staff.

Budgets

•   Preparation and submission of annual budgets

•   Exercise strict financial controls on departmental expenditure; to include monitoring and reporting against approved budget allowances on a monthly basis.

•   Adhere to the school’s financial procedures; including competitive tendering and price comparison processes in order to obtain best value for the Foundation.

Compliance

•   Have an understanding of and be compliant with The Education (Independent School Standards) Regulations 2014

•   Ensure the school’s obligations with regards to regulatory compliance and best practice are met through testing and certification of services installations and equipment.

•   Keep up-to-date with knowledge and awareness of compliance and disseminate the information to relevant departments and staff.

•   Maintain necessary records for inspection and insurance purposes.

•   Ensure that repairs or maintenance works of a health and safety nature are dealt with as a matter of priority.

•   Ensure the facilities team are operating safely and that risk assessments are updated and adhered to.

Health and Safety

•   Act as the school’s Health and Safety Co-ordinator; supported by an external Health and Safety Consultancy and oversee health and safety matters across the school including ensuring risk assessments and relevant policies are produced and kept up to date.

•   Review accidents on the school’s premises supported by relevant staff and where necessary ensure accidents are followed up and acted upon and RIDDOR reports made if required.

•   Develop and update the school’s rolling building inspection process and take appropriate actions arising from it.

•   Act as the school’s Fire Safety Manager and ensure that the fire policy and fire evacuation procedures are kept up to date.

•   Take responsibility for the fire safety systems and the fire response procedures, including leading the fire response team.

•   Ensure Fire Risk Assessments and fire plans are kept up to date and renewed as required. Ensure the recommendations of FRAs are acted upon and kept under review.

Utilities and Waste Management

•   To manage the consumption of energy and water by prudent housekeeping, monitoring meters and maintenance of plant in order to minimise operational costs.

•   To consider, develop and implement a whole school Environmental Policy.

•   To seek ways of achieving more efficient methods of lighting, heating and use of plant and equipment, with a view to reducing consumption and costs by taking advantage of relevant technologies.

•   Removal of waste associated with estates tasks and ensuring that the necessary procedures are followed.

Security

•   To work with the Senior Leadership Team in ensuring the safe and secure operation of the school site.

•   Planning and maintenance of the school-wide security systems

•   Overseeing and developing CCTV across the site.

•   Keep records of keys held for all buildings and classrooms and manage the logging in and out system.

Line Management

•   Responsibility for the effective management of the facilities team, currently comprising of cleaners, minibus drivers, caretaker and groundsman.

•   Ensure that the school’s obligations with regards to health and safety at work are met through staff training and development.

•   Ensure all staff training certificates are in date, liaising with the Admin Manager to book refresher courses as necessary.

•   To review and monitor working practices of the department to ensure timely delivery of the highest standards of workmanship and customer service.

Management and Communication

•   To liaise with all members of the community to facilitate planning and day-to-day running of school operations.

•   To keep the Senior Leadership Team and Finance Manager informed of estates related issues as and when is appropriate.

•   Attend meetings of the Senior Leadership Team and Heads of Department as required; including the preparation and presentation of papers.