Brentwood Ursuline Convent High School. Job Description

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1 Brentwood Ursuline Convent High School Job Description JOB TITLE: Site Manager GRADE: Band 5 Point 35-30,089 pa RESPONSIBLE TO: School Business Manager(SBM) MAIN PURPOSE OF THE ROLE: i) To ensure that the school site & buildings, learning environment and other facilities are maintained and operate to the highest possible standard of provision. ii) To effectively manage premises staff. iii) To assist the SBM in facilities planning and strategic issues. iv) To lead and manage facilities, hire and lettings of school premises. MAIN ACTIVITIES: Management of Staff 1. To plan, manage and co-ordinate the work of the premises team (caretakers and cleaners) to ensure the school is provided with an efficient and effective service. This includes managing staff rota for early /late/ weekend activities this would involve some out of hours work for the Site Manager as well. 2. To recruit, or assist in the recruitment, of caretaking and cleaning staff, to oversee their induction and ensure that all training needs are met. 3. To contribute to the delivery of training to premises staff, where necessary and appropriate. 4. To ensure that the school s employment policies and procedures in relation to recruitment, appointment, probation, pay, training and development, discipline, grievance, performance management etc are adhered to in respect of premises employees. 5. To record/check/authorise the hours of work and working patterns of individual employees and to ensure that accurate records are maintained. 6. To monitor and evaluate systems of delivery and to contribute to and implement planned improvements. Site and Premises 7. To assist the SBM in relation to improvement and capital works programmes and to contribute to the development of the school s Asset Management Plan, strategic planning and major projects.

2 8. To be proactive in the monitoring of the school site and premises. 9. Liaising with the SBM but assuming initial responsibility for the resolution of all site related issues and to identify and prioritise maintenance requirements and manage a programme of routine maintenance, re-decoration, servicing and facilities issues. 10. To maintain a comprehensive premises register and schedule of all works completed, to cover: buildings, grounds, security, electrical, mechanical/plant, water/drainage, etc. 11. To ensure that the site is cleaned, heated and lit and that all areas of the school are maintained and ready for use when required. 12. To ensure the effective and efficient operation, servicing and maintenance of all heating plant and machinery. 13. To ensure that all emergency maintenance is carried out promptly. 14. To ensure that all toilet facilities are regularly checked, serviced and equipped. 15. To ensure that all teaching areas are in good order and furnished to minimum requirements. 16. To liaise where necessary with hirers with regard to their use of the school site. 17. To ensure that the school s needs are met in relation to assemblies, examinations, after-school meetings, etc. and to assist in the preparation and organisation of school events and activities e.g. parents evenings. 18. To ensure that all rubbish and unwanted/redundant items are disposed of in accordance with current legislation and good environmental practice To engage contractors for minor repairs/servicing/ maintenance in accordance with the school s financial procedures and tender requirements. 20. To carry out, organise or supervise minor repairs/works where contractor employment is unnecessary and are not beyond the competence of the site staff. 21. To act as the point of contact for on-site contractors and to liaise where necessary with the SBM surveyors and other consultants. 22. To respond to emergencies and/or urgent requests for particular requirements relating to use of facilities. 23. To ensure that portable appliance testing is carried out regularly. 24. To organise and supervise porterage and handyperson duties, as required. 25. To ensure that all areas within the school site are free from litter and that all drains and gullies are free flowing and clean. 26. To provide access, where possible, to premises and classrooms in the event of snow, minor flooding or similar emergency situations. Security 27. To ensure the security of premises and contents, including keyholder responsibilities.

3 28. To act as 1 st emergency out-of-hours contact. 29. To ensure the effective operation of fire and burglar alarms and to liaise with relevant contractors. 30. To contact and liaise with police and alarm company in the event of any unauthorised entry/ security risk. 31. To maintain an accurate and complete record of all security-related incidents. 32. Attempt to prevent unauthorised access onto school premises and grounds. Health & Safety 33. To act as the premises H&S co-ordinator in relation to facilities matters and to maintain an up-to-date knowledge of relevant H&S regulation and guidance. 34. To undertake statutory and other risk assessments. 35. To ensure that all actions/reasonable precautions are taken where health & safety is an issue and to liaise with/ advise staff as necessary. 36. To complete H&S returns and disseminate information to staff, departments, etc. 37. To ensure prompt and effective response to fire alarms and to contribute to school fire drills and procedures. 38. To prepare an annual premises report for the Governing Body. Budgets & Finance 39. To manage the revenue budget cost centre for cleaning materials and equipment in line with best value principles. 40. To ensure that correct procurement processes (quotations/tenders, order of goods/materials, authorisation of invoices, exercise of budgetary control, etc ) are carried out in accordance with the school s financial regulations. 41. To liaise with contractors to obtain competitive estimates and quotations, to monitor and verify works completed and to ensure that all obligations to the school are met. 42. To monitor the cost-effectiveness of delivery and to initiate actions that ensure value for money in all day to day premises-related expenditure. 43. To monitor the use of energy and water and to implement energy- saving strategies where possible. 44. To contribute to the maintenance of the school s fixed asset register. Other Facilities 45. To liaise and assist the catering manager, regarding kitchen facilities. 46. To organise and manage the use of the school s minibus, including diary organisation/hire, cleaning, repair and maintenance, organisation of MOT, garage delivery/collection, etc.

4 47. To ensure that all minibus-user licensing requirements are met, including the organisation of tests, checking of licences, keeping of records. 48. To liaise, where necessary, with licensing authorities, occupational health officers, fire officers and other statutory body representatives, and to ensure that school meets their minimum requirements. 49. To maintain an up-to-date knowledge regarding disabled access issues; to contribute to the school s accessibility plan and related improvements to facilities. Miscellaneous 50. To ensure that public and private lettings are staffed appropriately and proceed in accordance with school policy and licensing requirements to the satisfaction of both school and hirer. 51. To ensure the efficient receipt, storage and distribution of incoming goods and deliveries. 52. To undertake any other duties, arising from the use of school facilities, as may be required from time to time.

5 Brentwood Ursuline Convent High School PERSON SPECIFICATION Site Manager ESSENTIAL Knowledge and Experience Good standard of general education Good standard of literacy & numeracy Good problem solving skills Ability to understand, interpret and apply school policies/procedures Precision and attention to detail Practical expertise in a premises-related field Personal Attributes A manner that is calm, confident, approachable, adaptable and non-defensive An ethical attitude: honesty and integrity Ability to maintain confidentiality Tact, diplomacy, discretion and empathy A disciplined, responsible attitude to work A willingness to be helpful and flexible Sense of humour & amiability Interpersonal & Communication Skills Effective and clear in verbal and written communication Good telephone manner Able to deal sensitively with others who may be emotional, angry, upset or unwell Ability to organise, direct, supervise, and monitor the work of others effectively Team building skills Initiative and Mental Demands Good self-managed organisational skills and pro-active approach Able to prioritise effectively Ability to cope patiently with interruption Ability to use judgement to assess and resolve unanticipated problems independently, and when to refer more serious issues to line manager for guidance Able to work under pressure Able to work flexibly to meet deadlines, which may be internal or external DESIRABLE Management/supervisory experience Experience of school (or similar public sector) environment Basic ICT skills Experience of procurement using best value principles

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