JOB DESCRIPTION FACILITIES BURSAR

JOB DESCRIPTION FACILITIES BURSAR Reports to: The Bursar Harrow School was founded in 1572 by John Lyon, a local yeoman farmer. The John Lyon School an independent day school also situated on Harrow Hill and established in 1876 is part of the same charitable foundation as Harrow and shares some of its support facilities. Harrow on the Hill is a community, an oasis in the middle of suburban north London. The streets resemble a village but it has a rural feel, being surrounded by woods and playing fields. Over the past 400 years Harrow School has become fully boarding and now has about 800 boys, aged 13 to 18. It is one of the most prestigious independent schools in the world and is one of the few large boarding schools to retain a truly national catchment. There are twelve boarding houses, each under a House Master and with a resident House Tutor. The Houses provide shared rooms for boys in their first two years with individual rooms for all thereafter. There is a strong drama department and musical activities and opportunities abound. An extensive games programme caters for almost all the established school sports. The School has its own chapel and the religious life of the community is looked after by two chaplains, one Anglican and one Roman Catholic. There are 95 full-time members of the academic staff, virtually all of whom live in School property on Harrow Hill. There are also more than 300 support staff, many of whom have access to the School s IT and telephone facilities. The Facilities Bursar s vacancy has become available due to the retirement of the current Assistant Bursar. The position will suit a person with general management experience. A member of the Bursar s Management Group, the successful candidate has overall responsibility for the provision of several of the School s key support functions on behalf of the Bursar, including Health & Safety, telecommunications, insurances and key aspects of our environmental management, as well as the departments which provide our facilities support. The Job Specification attached is particularly detailed to show the numerous areas which will link into the overall management responsibilities of the Facilities Bursar. This may vary and develop in accordance with the particular expertise of the successful candidate.

FACILITIES BURSAR OVERALL RESPONSIBILITIES The Facilities Bursar will carry out specific delegated tasks and where necessary deputise for the Bursar in his responsibilities for the support functions of the School. In particular s/he will ensure that all facilities required are both fully operational and compliant with Health & Safety legislation. The Facilities Bursar will have overall responsibility for the work of the Security, Caretaking (Custodian s Department) and Laundry departments and will carry out appraisals on the relevant Heads of Department. He/she will be a member of the BMG (Bursar s Management Group) Line management responsibilities will involve the setting of budgets, ensuring those Heads of Department work within their budgets, (salary and general) and producing budgetary reports on request. The Facilities Bursar will also be the first point of contact for these Heads of Department regarding absence, holidays and other departmental and HR issues. Detailed responsibilities within each general area are shown below: MAIN DUTIES The primary responsibilities of the post holder fall into 5 broad areas: general facilities management, health and safety management, insurances, environmental control/management, miscellaneous. 1. GENERAL FACILITIES MANAGEMENT a) The School s Telephone System Ensure the efficient running of all telephone and related systems throughout the School s estate (including residential accommodation). Identify any issues that may impact on telecommunications security within these areas Budget holder Full management of the various telephone system suppliers, ensuring that maintenance and repairs contracts are met Monitor and notify all changes in users/numbers to Accounts Department in order to maintain accuracy of billing Liaise with those responsible for IT strategy (currently the Director of Studies and Bursar) to ensure the coherence of the voice and data networks b) Security Work closely with the Head of Security in ensuring that the School has adequate levels of security and, whenever appropriate, how they may be improved Ensure that the testing and logging of fire alarm equipment takes place

Line manage the School s Fire Safety officer (currently Head of Security) In liaison with the Deputy Head Master, ensure the pupils routine security and safety c) Cleanliness of School buildings Oversee and ensure the effectiveness and management of the cleaning of School buildings (except Boarding Houses) Line manage the Custodian d) Reception and Help Desk Line Manage the School receptionist(s) and ensure that an efficient and welcoming service is provided e) Accommodation and Office Moves Facilitate office & accommodation moves in general. This will involve liaising with Custos & Works Departments on areas such as property inspection and decoration f) Co-ordination of support for events and facility bookings (particularly by external agencies) Assist the Deputy Head Master by ensuring appropriate support for the administration of major school events (particularly Speech Day and Lords) For Speech Day, coordinate pre-events security, and estate cleanliness (both before and after the day) Ensure that requests from external agencies to use School facilities avoid clashes with School requirements and, as appropriate, have the approval of the Bursar/Deputy Head Master B HEALTH & SAFETY MANAGEMENT (including Disaster Recovery Co-ordination) a) Health & Safety Be the School s nominated H&S Manager Be the Secretary of the Health & Safety Committee executive and pastoral and together with the Chairman (The Senior Master) take overall responsibility for the School s H&S culture, policies and plans Health & Safety Budget holder Ensure a sound safety management system and develop a good health and safety culture Maintain excellent safety records Prepare, maintain and annually review the School s H&S policy and ensure staff are made aware of any changes

Devise, agree, communicate and implement risk assessments and monitor effectiveness; in particular ensure annual fire risk assessments are carried out Keep up to date with health and safety legislation Ensure that all staff take every step necessary to comply with health and safety legislation and ensure Heads of Departments and staff are appropriately trained Report all (reportable) accidents Ensure adequate insurance is in place for expeditions b) Disaster Recovery Prepare and update emergency/disaster recovery plans and brief the SMT and BMG on them annually The plans should cover : 1. Extraordinary events which might seriously affect business continuity (the ability of the School to continue to educate pupils) : flu epidemics or fire/explosion in a House or the CDH etc 2. Procedures to mitigate impacts of events 3. Emergency response procedures 4. Employee roles and responsibilities - both professional and personal 5. Communications (internal and external) C SCHOOL INSURANCES Be the primary point of contact for all school insurance matters and undertake/coordinate the annual assessment of the School s insurances with HSBC (broker) Maintain the asset register for insurance purposes Negotiate insurance for special events Act as the Private Medical Insurance Group Secretary for private health insurance (currently BCWA and WPA). Negotiate annual premiums Ensure PMI database is kept up to date for P11D purposes Personally process complex insurance claims, consulting the Bursar where appropriate, and ensure that straightforward claims are efficiently administered D ENVIRONMENTAL CONTROL AND MANAGEMENT Sustainability and Waste Management Prepare and maintain a School Sustainability Plan, ensuring the management of waste disposal and recycling processes, energy efficiency and other sustainability initiatives that promote the School s reduction in costs and carbon footprint Liaise with London Borough of Harrow regarding dustbin emptying, street cleaning, graffiti removal, etc Budget holder for relevant budgets relating to waste management/disposal

Liaison with the local authority Signage Cleanliness of the Estate E MISCELLANEOUS a) Deputise for Bursar as required b) Transport Ensure that the School s vehicles are properly insured Oversee the Transport Manager with regard to insurance, driving licence regulations, Health & Safety, vehicle maintenance etc Ensure staff hold the necessary qualifications to drive vehicles containing pupils c) Data Protection Officer Closely monitor and comply with the principles of the Data Protection Act, ensuring individual s rights under the Act are protected Ensure the School is using personal information fairly and lawfully, being aware of employee s personal information access rights As necessary and required notify the Information Commissioner s office about personal information held d) Chair of the Support Staff Forum e) Ensure services are in place for Open Mornings and other regular events f) TV Licence policy and the provision/renewal of TV licences The job description will be subject to review and may be changed at any time following consultation with the post holder. The post holder s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the School s Child Protection Policy Statement at all times. If, in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety or welfare of children in the school s/he must report any concerns to his/her Line Manager or the School s Child Protection Officer.

HARROW SCHOOL FACILITIES BURSAR PERSON SPECIFICATION Qualifications/ Training Essential A good general education Desirable Recognised management qualification, (e.g. Member of the British Institute of Facilities Management) A NEBOSH or equivalent Health & Safety qualification Knowledge/ Experience General management experience Experience of Health & Safety management Experience of effective budget management Experience of effective leadership and staff management Working knowledge of Health & Safety legislation Experience of working in an educational environment Experience of managing a complex insurance scheme Experience of Facilities Management Knowledge of IT and its applications to buildings An interest in a sustainable environment Events management experience Understanding of project management Working knowledge of telephone systems and technology Skills Excellent communication skills Excellent organisational skills Problem solving Good team working skills Good IT skills

Attributes Self-motivated Ability to demonstrate evidence of consistently meeting targets and deadlines Ability to communicate effectively faceto-face, on the telephone and in writing Tactful Ability to prepare and present reports Proven planning and organisation skills Proven ability to lead and motivate staff Ability to prioritise effectively Special requirements Able to work out of office hours as necessary

HARROW SCHOOL FACILITIES BURSAR ADDENDUM TO PARTICULARS OF TERMS AND CONDITIONS OF EMPLOYMENT (Full Particulars of Terms of Employment will be issued on appointment) Hours of work: Due to the nature of the position it will be necessary to work flexibly, often in excess of normal Bursary hours which are 9 am to 5 pm or 8 am to 4 pm. so Salary: To be discussed at interview but for someone with the optimal experience and qualifications salary will exceed 55,000 p.a. Holidays a) 28 days per year (calculated pro rata for the first 12 months) including all Bank Holidays (unless they fall within term time, e.g. May Day when a day may be taken in lieu), in liaison with the Bursar b) 2 additional days of privilege leave may be taken in liaison with the Bursar c) Non Bank Holidays over the Christmas period from Christmas Eve to 31st December inclusive. As b) and c) are discretionary leave they do not form part of your contractual entitlement and will not be paid if not taken in the event that you leave the School during the holiday year. Pension: Opportunity to participate in contributory Support Staff Money Purchase Scheme on commencement of employment. Probationary period: Up to one year Retirement age: 65 Notice period: One month during probation, 4 months thereafter Other Benefits: Private Medical Insurance Member of the Shepherd Churchill Dining Room Lunch available free of charge Use of School swimming pool at designated times Membership of Harrow School Golf Club at subsidized rates Subsidized membership of Harrow Lawn Tennis Club 10% discount on cash purchases from School Shop 10% discount on cash purchases from Works Department Child care vouchers