Facilities Manager
Division Central maintenance – responsible for all Southbank sites and buildings
Reporting to Director of Finance and Operations, and Executive Principal,
Contractual hours Monday-Friday, 08.30-17.00. Reasonable additional hours may be required
Key relationships Director of Finance, Principals, H&S Committee, Site Managers, Cognita HQ, Landlords, Local Councils.
Direct reports Campus site manager x4
Remuneration Competitive salary - depending on experience and qualifications.
Holidays 25 days per year (plus bank holidays).
Key responsibilities
· Line manager for the four site managers
· Chair the H&S committee meetings and ensure all aspects of H&S are compliant across the whole school, and that documentation is regularly updated. Continually review, revise and disseminate all H&S policies following any changes in legislation or required improvements.
· Represent Southbank at relevant Cognita Health and Safety meetings.
· Ensure all Southbank campuses and buildings are compliant with relevant property and operational facility requirements, implementing and providing for new/revised legislation, and implementing recommendations or instructions of external H&S specialist reports.
· Ensure the security of each of the school’s buildings is kept to the highest standard and improved wherever possible.
· In conjunction with Principals, ensure that Critical Incident Plans are robust at each site and tested, including lockdown and safe-house procedures
· Liaise with the Central Facilities Team at Cognita, to ensure that the standards required across the group are replicated as a minimum standard in Southbank.
· Ensure the facility and building maintenance cyclical programmes are identified, instructed and completed to a high standard.
· Provide technical and project management support.
· Ensure each campus meets its operating facility budgets.
· Ensure the approved annual facilities Capex programme is delivered on time and within budget.
· In conjunction with Principals and other senior employees, maintain a three year rolling facilities CapEx programme, reviewed termly.
· Manage and coordinate fire safety training for Southbank staff, including contractors, wherever necessary.
· Manage the contracts of, and ensure the school is receiving best value from, the cleaning contractors, transport suppliers and catering contractors.
· Ensure that all contractors comply with Southbank employment compliance and safeguarding requirements, including enhanced DBS checks and safeguarding training, where necessary. This will include maintaining the Single Central Register for contractors.
· Manage the relationship with the landlords and local councils.
· Ensure any additional staffing arrangements are met, with regard to the site based facility teams.
Deliverables
Cost management
· Provide cost estimating and value for money quotations to support the school’s operating facility and maintenance expenditure.
· Manage the approved Minor Capex projects within budget and provide accurate forecasting and project costs in order to support the Director of Finance.
· Support the Director of Finance in the procurement/tender and monitoring of any existing or new operational contracts that the school possesses, or decides to implement in the future.
Planned maintenance and project delivery
· Produce and maintain a 3-year planned maintenance programme, ensuring all primary areas of the school’s assets and buildings are assessed by priority into the programme and submitted to the Director of Finance to be reconciled and reviewed against annual budgets.
· Produce annual school budgets for the R&M and other key operating lines for submission to Cognita.
· Regularly inspect and audit school property, facilities and site staff services.
· Liaise with project management team and any external project consultants to ensure clear communication and a smooth handover.
· Play a key role in the project management of any site moves or new site acquisitions.
Legal statutory compliance
· Ensure statutory compliance and control of property health, safety and security matters across the School.
· Evaluate and manage internal risk assessments.
· Evaluate and implement within the schools the recommendations from external specialist health, safety and fire safety reports/audits, ensuring that the priority works are completed and incorporated into the planned programme.
· For each site, evaluate and implement any recommendations from external specialist asbestos and DDA reports/audits, ensuring that the priority works are completed, works are included in the planned programme, and that the required registers and procedures are implemented by the schools.
· Ensure all relevant licensing is in place for the school to include such items as copyright licensing, educational recording licensing, phonographic licensing, newspaper licensing, performing rights licensing, Royal Borough of Kensington & Chelsea licensing and Congestion Charge licensing.
· Monitor and accredit all contractors and consultants.
Maintenance and site staff support
· Line manage and develop the site based facilities management team
· Conduct annual Reviews for each managed member of staff as part of school’s performance management and professional development procedure
· Ensure all cyclical site checks are completed by site staff.
· Provide and arrange cover/support for the site maintenance teams where necessary.
· Oversee and coordinate the annual leave and sickness of the site based maintenance teams.
· Ensure an efficient internal postal service is completed between all sites.
Personal attributes
· Experienced buildings/facilities manager with a minimum 3 years’ relevant experience.
· Good knowledge of health & safety, general property and facility statutory legislation.
· Challenging of service standards and the ability to maintain clear and positive customer communication at all times.
· Financial awareness and ability to manage moving priorities within agreed budgets.
· Able to maintain high standards of quality within tight project deadlines.
· Able to control conflicting priorities, work well under pressure and provide clear direction to all customers.
· Able to demonstrate self-motivation and contribute to a team.
· Able to procure and manage contractors and external project consultants.
· Good oral and written communication skills.
· Articulate, with strong interpersonal skills and the ability to adjust easily to different working environments and priorities.
· Computer literate, with the ability to manage a heavy IT communication workload.
· Strong prioritisation and organisational skills.
This job description is liable to variation to reflect changes in the requirements of the post.
The job 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 Safeguarding Policy at all times. If in the course of carrying out the duties of the role, the job holder identifies that a child is suffering, or likely to suffer, significant harm either at school or at home, s/he must report any concerns to the school’s Safeguarding Lead or the Executive Principal so that a referral can be made accordingly to the local authority social services or the Local Authority Designated Officer .
February 2015