High Standards High Expectations Learning through Partnership Person Specification: Facilities Manager It is expected that the successful candidate will satisfy the following specification Specification Essential Desirable Qualifications a. Good general qualifications, including further education b. Maths and English qualifications to at least Level 2 c. Appropriate health and safety and buildings management qualifications d. Further professional qualifications Experience Leadership and Management Knowledge and application Professional development Skills a. Recent proven experience of managing a facilities team, preferably in a large service organisation b. Experience of managing building contracts c. Experience of overseeing ICT networks d. Experience of leading customer focused projects e. Experience of leading initiatives to raise standards buildings, site and resources f. Research, study and implementation of appropriate facilities management strategies. a. Successful evidence of line managing a number of team members b. Successful evidence of the development and implementation of buildings development projects c. Successful evidence of leading whole school facilities planning initiatives and implementing agreed outcomes. d. Successful evidence of leading collaborative activities with other areas of an organisation e. Successful evidence of taking an effective leadership role on a range of issues, using methods including challenge, support, persuasion and participation. f. Demonstration of a strong drive to secure sustainable improvements, plus the skills to turn high aspirations into realities. g. Ability to deal with real and sometimes difficult issues in a confident, fair and consistent way. h. Ability to offer vision and direction: to step back to see the bigger picture and secure buy-in from key people. i. Being a role model with regard to conduct, living the school s values, commitment and determination to succeed. a. Knowledge and application of facilities improvement strategies and understanding the relationship between strategic and operational planning to improve pupil provision and outcomes. b. Knowledge and application of managing budgets and successful short and long term financial planning. c. Knowledge and application of health and safety legislation and facilities management d. Knowledge and application of ICT network systems and processes a. Evidence of planning, delivery and managing staff development. b. Evidence of being involved in CPD delivery within and beyond the organisation a. Excellent standard of written and oral communication. b. Excellent planning and co-ordination skills. c. Excellent ICT skills d. Ability to build positive relationships with a wide range of people. e. Ability to plan, implement and monitor strategies. f. Ability to take action to ensure the desired results are secured. g. Ability to evaluate information and data effectively, prioritise, plan and implement appropriate interventions. h. Ability to represent the school on the Headteacher s behalf. i. Excellent attendance record. j. Determination and perseverance. g. Experience of Restorative Approaches. Page 1 of 7
Veritas Praevalebit High Standards High Expectations Learning through Partnership Post: Facilities Manager Grade 8 Name: Duties designated The duties outlined in this job description support pupil provision and outcomes, and, school improvement. The job description will be reviewed regularly and may be subject to modification or amendment at any time, after consultation with the post holder. A. Job Purpose 1. To be a member of the Senior Management Team and assist the Headteacher in her duty to ensure that the school meets its educational aims 2. To be accountable for the School s facilities, premises management, caretaking, LA cleaning, LA catering, security and maintenance procedures, and systems 3. To be accountable for the ICT network and infrastructure 4. To be accountable for the maintenance and appearance of the school buildings and grounds 5. To ensure that resources are used effectively to support the School Improvement Plan 6. To develop school resources to improve provision and outcomes for pupils 7. To provide leadership and support for all members of the school s facilities team 8. To be accountable for Health and Safety for school resources, systems and procedures 9. To ensure best value through school contracts 10. To support the school s aims and objectives and to implement school policies and procedures 11. To contribute to the success of the School Improvement Plan 12. To participate in, and support, embedding Restorative Approaches across the school 13. To carry out such other associated duties as are reasonably assigned by the Headteacher Page 2 of 7
Leadership and Management 1. Advise the Headteacher, Senior Management Team and Governors on decisions relating to the premises and the site 2. Line manage the estates team and school technicians 3. Lead the school Health and Safety committee and be responsible for school Health and Safety developments 4. Manage and be responsible for a range of budgets related to site maintenance and development of facilities 5. Oversee LA cleaning and catering service contacts and other appropriate SLAs 6. Ensure the efficient running of the school building, grounds and services 7. Lead and manage building refurbishment, redevelopment and major works schemes 8. Keep up to date on LA or WG requirements reporting any implications to the Headteacher 9. Attend and prepare reports for the Governors F&GP Committee Main Responsibilities Site Management 1. Be the main link for all staff in relation to their day-to-day premises requirements 2. Identify the need for, select and manage resources, including management of resource budget 3. Interpret matters of policy, procedure and statute to ensure the school s compliance and to initiate appropriate action 4. Show initiative and contribute in a positive way to the effective running of the school to deal effectively with unforeseen problems relating to the premises as they arise 5. Order and receive items required to complete premises tasks within the agreed budgetary allocation 6. Be responsible for the planned and ad hoc maintenance and upkeep of the premises (the buildings, their non-curricular contents, grounds and grounds equipment) 7. Maintain and monitor fuel and water efficiency records 8. Be responsible for energy conservation 9. Negotiate all service contracts for the school ensuring that contract specification is achieved and that any errors or omissions are remedied speedily 10. Be the client link with contracting staff to monitor and review of all major contracts and services provided to the school 11. Monitor and address the appearance of the building and grounds, noting anything that may be detrimental to the desired appearance of an attractive school in which it is pleasant to work 12. Monitor and quality control the work of external contractors, including grounds maintenance and advise the governors during procurement processes 13. Manage a budget for maintenance and improvement in consultation with the Business Manager and develop and manage a programme for maintenance and improvement of the school building and school site 14. Be responsible for stock ordering, invoice checking, budget monitoring and keeping stock records of all plant, equipment and tools associated with the school premises 15. Ensure that appropriate stock levels of consumable resources are maintained and recommend and order new furniture when necessary 16. Maintain good relationships with governors, staff, students, members of the community, pupils, parents, external organisations and contractors 17. Attend school management and appropriate Governors sub-committee meetings as required by the Headteacher Page 3 of 7
18. Provide periodic written reports to the Headteacher and Senior Management Team on all areas of responsibility 19. Ensure all heating and plant are working correctly and serviced as required 20. Organise and manage repairs, including establishing a clear system for reporting faults and ensuring that they are carried out as soon as is reasonably practical and with minimal disruption to the working of the school 21. Be responsible for the planning, organising and monitoring of the maintenance programmes and improvements to the school site and buildings in conjunction with the Business Manager 22. Be responsible for the maintenance and servicing of the swimming pool, keeping the appropriate documents and training for all pool operators and users Health and Safety and security 1. Advise on maintaining the premises in a safe and healthy condition, ensuring the maintenance of, fire and other safety equipment and of first aid and emergency equipment, the safe storage of any potentially harmful materials and that there is appropriate and effective signposting and labelling. 2. Be responsible for keeping the school Health and Safety policy and practice up to date ensuring that the school is a safe environment for all staff, pupils and visitors 3. Be responsible for ensuring the safe and efficient operation of all premises-related mechanical, electrical, heating services and other plant. 4. Take appropriate action to ensure and monitor proper safe levels of lighting, heating and ventilation 5. Create and maintain a Risk Assessment Register relating to site maintenance and health and safety aspects of the school, including upkeep of the school asbestos log 6. Develop and maintain a system of recording assets, planning for improvement and monitoring progress 7. Regularly visually inspect all areas of the site for defects, potential hazards and possible improvements 8. Be responsible for the security arrangements of the premises including ensuring that staff are aware of the procedures on security and the use of alarm systems, that there is an appropriate system of key holding management, that periodic reviews of site security are conducted and that appropriate progress action is followed through 9. Be the line manager with regard to call-outs in the event of break-ins and to make appropriate emergency arrangements as required including the necessary reports 10. Ensure that all buildings insurance is adequate and administered effectively 11. Prepare and submit insurance claims. 12. Be responsible for fire risk assessment procedures and, including the organisation, running and recording of fire drill procedures and policy and fire alarm testing 13. Organise the maintenance of and monitor the CCTV school surveillance system 14. To maintain service records of all emergency equipment 15. To ensure that the site is secure at the end of each day. 16. Organise annual PAT testing and develop in house capacity carry out a rolling programme of PAT testing Page 4 of 7
17. To be responsible for the school Access system and oversee provision of Access cards Staff supervision 1. Lead the estates team with regard to swimming pool routines, maintenance and upkeep 2. Lead the estates team in completing routines such as security and alarms, cleaning checklists, returns and maintaining records as required, ensuring drains, gutters etc are free from vegetation and potential blockage, ensuring the school surroundings are kept clean, safe and litter free, emptying litter bins, monitoring and recording meter readings and developing strategies for reducing waste, taking delivery of goods and porterage duties, replenishment if of all hygiene areas on a regular basis, moving furniture and equipment and other related tasks removing graffiti providing safe pedestrian access in bad weather 3. Support major school events, which may involve working in the evening on occasions 4. Organise access to the school site by authorised contractors and representatives of the authority and liaise as required following school security and safeguarding procedures for visitors to site (including maintenance of heating plant equipment, swimming pool plant and chemical dosing equipment). 5. Maintain monthly caretaking/cleaning staff returns and forward them to the Business Manager. 6. Organise work rotas for caretaking staff and Cleaning Supervisor. 7. Ensure that all caretaking staff are up to date with any relevant courses and qualifications Assemblies, School Events and Lettings 1. Organise and lead the set up and clear away as required of furniture and equipment for assemblies, school events and lettings 2. Liaise with the Lettings Manager to ensure effective use of the facilities available within the school and in optimising the income available from lettings. 3. Ensure that estates staff positively promote the school at all times when dealing with the public. 4. Ensure that lettings are supervised at all times and that Health and Safety policy is followed by hirers 5. Liaise with the Lettings Manger, individuals and organisations letting the site and ensure that they are aware of the action to be taken in the event of an emergency. 6. Ensure that a member of the site team is contactable during all school events and lettings either via two way radio or mobile phone 7. Be responsible for the creation and updating of school publicity and marketing activities, including prospectus development, website, specific marketing events Transport 1. Be responsible for the maintenance and cleanliness of the school minibuses 2. Be responsible for updating and implementing the minibus policy and ensure that all minibus users follow the minibus policy 3. Ensure all documentation, MOT, tax and safety checks are up to date 4. Ensure that the school s vehicles are kept securely and that necessary routine checks are undertaken prior to use 5. Pass the County Minibus test and transport pupils as directed ICT Network and infrastructure 1. Be responsible for the development and management of the school network and oversee its maintenance 2. Oversee the development and management of school hardware and software in line with the School Improvement Plan 3. Be responsible for following legal and contractual ICT policies and procedures 4. Line Manage the network coordinator and oversee the management of the IT team Whole school organisation, strategy and development 1. Contribute to the school Equalities Plan 2. Comply with, and assist with the development of policies and procedures relating to child Page 5 of 7
protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person 3. Ensure that all external contractors, LEA personnel and others working on site have appropriate CRB checks in place 4. Contribute to the development, implementation and evaluation of the school s policies, practices and procedures in such a way as to support Fitzalan s values and vision. 5. Be able to use general Sims software appropriately, including creating reports, In Touch, and SLG 6. Be a mentor to identified pupils 7. Support and attend School Open Evening 8. Attend and contribute to appropriate meetings, as guided by the Headteacher 9. Ensure resource management and staffing procedures are followed accurately and promptly 10. Be aware of and comply with core school policies and procedures 11. Promote the safety and well-being of pupils, including participating in Restorative Approaches. 12. Be a member of a Restorative expert team and base team and take the lead on aspects of restorative development, lead and attend restorative meetings and support all school restorative processes 13. Collaborate and work with colleagues and other relevant professionals within and beyond the school 14. Undertake additional administrative duties as part of the School s SupportTeam and assume other duties which may reasonably be required or delegated by the Headteacher, from time to time Professional development 1. Participate in arrangements for the review of your own performance and that of other support staff. 2. Participate in arrangements for your own further training and professional development and other support staff including induction. In addition, the post holder will: Follow school and LA Child protection and safeguarding procedures Take reasonable care for the health and safety of yourself and other persons who may be affected by your acts or omissions and to comply with all health and safety legislation as appropriate Participate actively in supporting the principles and practice of equality of opportunity as laid down in the organisation's Equal Opportunities Policy Follow the school and LA ICT policy Follow conditions or regulations issued by Cardiff Council relating to the post holder s individual contract of employment Accountable to: Headteacher Signed (Post holder):. Print Name (Post holder): Page 6 of 7
Dated:... Criminal Records Bureau Disclosures This post will result in you having contact with children, the elderly, sick or disabled. The Authority, therefore, requires that by virtue of the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, the Children s Act 1989 and /or the Police Act 1997, you reveal any criminal convictions, bind over orders or cautions, including those which would normally be regarded as spent. You must complete the relevant section on the application form your application will be returned if this section is incomplete. If successful in your application you will be subject to a Criminal Records Bureau Disclosure. Page 7 of 7