Applicant Information Pack
CleaningSupervisor
Contents
- Explanatory Notes
- Further particulars, including:
- Job description
- Person specification
- Explanatory Notes for Applicants
- Equal Opportunities Policy - Summary
Explanatory Notes for Applicants
Please read carefully before completing the application form
Thank you for your interest in this competition to fill the Cleaning Supervisor positionin St Mary’s University College. Enclosed is a job description, person specification and guidance for applicants. This positionis permanent and part-time.
Application Procedure
Should you wish to apply, please submit the following:- a completed application form to the Human Resources Office by the closing date
- a completed equal opportunities monitoring form in a separate envelope addressed to the Monitoring Officer but sent with your application form.
In the interests of fairness application forms should not be altered and text boxes must not be enlarged to ensure that all applicants are given the same space to convey information relating to their application.
Closing date: 12.00 noon onFriday 2nd March 2018
Completed application forms can be returned by email to or by post. Please ensure that you have ticked the declaration box on the last page prior to submission.
ST. MARY’S UNIVERSITYCOLLEGE
Job Description
Job TitleCleaning Supervisor
Responsible toFacilities Officer
Responsible for15 cleaners; 4 work daytime shifts and up to 11 work in the evening.
Job PurposeThe Cleaning Supervisor is responsible for ensuring that the required cleaning standards are achieved through the daily supervision of the cleaning staff.
Job ContentDuties will include the following:
- Supervision of the work of cleaning staff to include
- The allocation of work to cleaning staff
- Controlling the quality of work to ensure that the service is
maintained to required standards in a timely manner
- Highlighting to domestic assistants any sub-standard work and work completed unsatisfactorily
- Undertaking review meetings with individuals if sub-standard work continues
- Monitoring attendance and timekeeping and investigating any issues of this nature
- Carrying out return to work meetings with staff as required ensuring that any on the job support agreed has been implemented
- Reporting absences to the Human Resources staff as soon as possible in line with procedures
- Recording/approving staff annual leave appropriately/responsibly to ensure adequate cleaning provision is maintained during holiday periods
- Developing good working relationships with members of the team
- Ensuring meetings take place with your staff as required, to include tool box talks
- Undertaking probationary reviews and appraisals with staff, taking action on any areas of poor work performance or staff development needs
- Training/mentoring new and existing staff to ensure good standards of cleaning and health and safety performance are delivered
- Undertake cleaning duties as required
- Organise periodic deep cleaning e.g. library, sports area, dining hall floors etc.
- Complete purchase orders for cleaning supplies ready for approval by the Estates Manager.
- Maintain adequate levels of cleaning stock / supplies as required
- Order, control and issue cleaning materials
- Maintain security by locking rooms as directed and adhering to any security procedures
- Monitor the use and storage of cleaning equipment and materials in accordance with manufacturers’ specification and Health and Safety regulations.
- Ensure that all relevant safety precautions, in particular, control of substances hazardous to health (COSHH) are adhered to, when using and storing chemicals and cleaning materials required for your work.
- Undertake risk assessments in your area of work as required and implement appropriate follow-up action
- Ensure cleaning staff adhere to departmental risk assessment
- Develop, review and maintain adequate cleaning schedules and resources for specific areas to suit operational needs
- Assess and adjust work schedules and duty rotas as required to support College business with agreement from the Facilities Officer
- Ensure cleaning staff complete checklists satisfactorily and that appropriate follow-up action is taken
- Report all faults and repairs in the course of undertaking duties, using judgement to prioritise the most urgent.
- Take action to deal with complaints or reports of inadequate cleaning provision in an appropriate and prompt manner
- Report all accidents/incidents using the formal College reporting procedure
- Ensure domestic assistants understand and observe safe working practices at all times
- Identify Health & Safety development needs and request training if required
- Use as required computer packages to effectively carry out the duties of this post e.g. e-mail
- Regularly update your line manager on operational matters
- To willingly participate, where appropriate, in further self-development and training programmes approved by your line manager
- To work within St Mary’s equal opportunities policies and procedures and actively promote equality, diversity and inclusion.
- Any other relevant duties as required
All job descriptions, including this one, while reflecting present perceptions of roles are intended to be dynamic, developmental and offer scope for individual initiative. Staff on occasions will be expected to be flexible in the tasks required of them.
STATEMENT OF MAIN TERMS AND CONDITIONS
Salary / Grade 4 currently £11,663 - £13,461 gross per annum for 20 hours per week.Hours / Part time post at 20 hours per week. The post holder will be required to work in the evening to supervise evening cleaning staff however flexibility is required due to the line management demands of the post. There will be a requirement to work day-time hours when necessary to ensure adequate supervision of all staff. It is envisaged that during an initial period of training and induction more than 20 hours per week may be required but this will be agreed on appointment.
Holidays / 20 days per annum (rising to 25 days with service) plus 6 additional days to be allocated at Christmas and Easter.
Pension / The role holder will be enrolled in the NILGOSC defined benefit pension scheme.
Probation / The post holder will be subject to a six month probationary period.
PERSON SPECIFICATION
Essential Criteria
Applicants must have the following criteria by the closing date of application.
- 4 GCSE passes to include English & Maths at grade C or above or equivalent academic qualifications
- One year’s supervisory experience in a cleaning role in a commercial/public services environment
- Have good working knowledge of health and safety requirements as a supervisor, particularly COSHH and risk assessments
Desirable Criteria
While not essential it is desirable for applicants to have one or more of the following criteria.
- At least two years’ supervisory experience in a cleaning role in a commercial/public services environment
- Experience in the use of ICT to undertake supervisory duties particularly Word and e-mail
- Level 3 qualification in supervisory management
- A current health and safety qualification (e.g. IOSH Certificate, Manual Handling)
- Recognised and current First Aid qualification
If the appointed candidate does not hold a First Aid qualification, he/she must be willing to undergo training and assessment in First Aid with a view to achieving certification within the first year of employment.
Competences
Candidates will be assessed on the following competences at the interview stage using evidence provided in their application form and at interview.
Communication / Communicate and motivate cleaning staff and assess their level of understanding of the tasks required of them.Write reports for your line manager e.g. staff appraisal reports, probationary reports, risk assessments, accident reporting.
Provide and obtain basic information and assistance.
Speak to College personnel of all levels regarding cleaning matters in a professional and helpful way.
Create a positive image of the College at all times by being responsive, courteous and prompt in responding to requests.
Management & Teamwork / Lead a cleaning team to ensure that work standards are consistently met.
Monitor staff performance and develop the skills and knowledge of others to ensure work is carried out to the required high standard and in a safe method.
Maintain a positive outlook and show flexibility to new ideas and approaches, consistently achieving service standards.
Contribute as an active member of the team, undertaking cleaning duties as necessary.
Undertake inspections and provide feedback to individuals if deemed necessary to improve standards
Planning & Organising / Plan, prioritise and organise the work of self and others within the areas to be cleaned on a daily, weekly and monthly basis
Receive information from and provide information to others to complete schedules of work
Decide when to order replacement stock
Decide when to complete deep cleans
Effectively use resources to ensure work is completed on time and to the standard required.
Problem Solving & Initiative / Make day-to-day decisions on cleaning matters
Solve basic problems by adhering to established practices and procedures
Use own judgement and act on own initiative with minimal supervision.
Sufficient experience to react effectively to the unexpected but know when to seek advice from a more senior manager
Work Environment / Possess good knowledge of COSHH regulations, carrying out and adhering to risk assessments and manual handling best practice. Have practical application of them in the work place.
Special Requirements / Clean and tidy appearance (a uniform will be provided)
Able to work additional hours on occasion to meet the operational demands of the post.
JOB HAZARD ANALYSIS
This job involves undertaking duties which include the following health, safety and wellbeing considerations. Full health clearance is required for this role.
ENVIRONMENTAL EXPOSURES / Occasionally(<30% of time) / Frequently
(30-60% of time) / Constantly
(> 60% of time)
Outside work
Extremes of temperature (eg: fridge/ furnace)
Potential for exposure to body fluids / x
Noise (greater than 80 dba - 8 hrs twa)
Exposure to hazardous substances (eg: solvents, liquids, dust, fumes, biohazards). Specify below: Dust / x
Frequent hand washing / x
Ionising radiation
EQUIPMENT/TOOLS/MACHINES USED
Food handling
Driving college vehicles(eg: car/van/LGV/PCV)
Use of latex gloves
Vibrating tools (eg: strimmers, hammer drill, lawnmowers, buffer machine) / x
PHYSICAL ABILITIES
Load manual handling / x
Repetitive crouching/kneeling/stooping / x
Repetitive pulling/pushing / x
Repetitive lifting / x
Standing for prolonged periods / x
Repetitive climbing (ie: steps, stools, ladders, stairs) / x
Fine motor grips (eg: pipetting)
Gross motor grips
Repetitive reaching below shoulder height / x
Repetitive reaching at shoulder height / x
Repetitive reaching above shoulder height / x
PSYCHOSOCIAL ISSUES
Face to face contact with public / x
Lone working / x
Shift work/evening work / x
Explanatory Notes for Applicants
- Applications received after the closing date and time will not be considered. The onus for ensuring an application is received by the closing date rests with the candidate.
- It is the responsibility of applicants to ensure that the application form is fully and correctly completed, that the declaration is completed and dated and that all required and relevant information in support of the application is included. Omission of such information may result in an application form being rejected.
3.All applicants should note:-
3.1a curriculum vitae submitted in place of an application form will not be accepted;
3.2additional material submitted with the application form will not be considered with the exception of the Employment Record.
4.It is preferred that application forms are word processed in a font size not smaller than 10 to ensure it is legible when copied for members of the selection panel. Applicants submitting a hand-written form must complete it using blank ink and ensure that the writing is legible.
REFERENCES
5.0.Applicants are asked to submit the names of two referees, one of who will provide comments on the applicant’s professional competence in his/her current/last employment. Both referees should be able to comment on the applicant’s ability to carry out the tasks of the job. When applicants indicate that they do not wish to provide such referees they must give reasons. Please note that references should not be submitted with the application form.
5.1A person who has a relevant family relationship (see below) should not be named as a referee. Anyone involved in the selection process that has a relevant family relationship to any of the applicants, must disclose the fact and shall withdraw from the selection process. For the purposes of this paragraph a relevant family relationship shall be deemed to exist between a member of the Selection Panel and an applicant if they are husband or wife, or living together as husband or wife, or if the applicant, or the husband or wife or cohabitee of the applicant is the:
(i) Parent
(ii) Grandparent
(iii) Grandson/Granddaughter
(iv) Son/Daughter
(v) Brother/Sister
(vi) First Cousin
(vii) Uncle/Aunt
(viii) Nephew/Niece
(ix) All equivalent step relationships of the member or the husband or wife or
cohabitee of the member.
5.2Should a short-listed applicant name as a referee
(a)a member of the short-listing/interview panel
(b)a member of the Board of Governors
he/she will be contacted and advised to name an alternative referee.
These exclusions shall not apply to the College Principal where he is a member of the Selection Panel and in circumstances where the Principal is the person best placed to give a reference on the applicant’s academic and/or professional competence in his/her current/last employment.
5.3 St. Mary’s University College takes a serious view of incomplete / incorrect / false information being provided on application forms, particularly in the light of the declaration which the individual completes on the application form. Please ensure all information is complete, correct and accurate in relation to qualifications, membership details, employment experience, gaps in employment and any additional information. Failure to do so will render applications ineligible for further consideration for the post.
SHORTLISTING
6.0All applicants will be informed by letter/e-mail as to whether or not they are deemed eligible for the next stage of the selection process.
6.1It should be noted that shortlisting will be based solely upon the information provided by the applicant on the application form. Members of the short-listing panel are not permitted to take into consideration information known to them personally about any applicant.
6.2Please state the grade / level / classification (where applicable) of any qualification you hold which you wish the selection panel to consider in your application.
6.3The eligibility criteria set out in the person specification will be used for short-listing and applicants must clearly describe in their application form that they meet these if they are to be considered for interview. Desirable criteria may also be applied to shortlist applicants. Applicants must show on their application form that they meet the desirable criteria.
6.4Write down clearly your personal involvement in any experience you quote. Write “I” statements e.g. I planned meetings, I managed a budget, I prepared a presentation. It is how you actually carried out a piece of work that the selection panel will be interested in. The examples you provide should be concise and relevant to the criteria. This is very important as the examples which you provide may be discussed at interview and you may need to be prepared to talk about these in detail if you are invited to interview. It is your role the panel are interested in, not that of your team or department.
6.5Please include any gaps in employment and the reasons for them.
6.6 It is not sufficient to simply list your duties and responsibilities. If you do not provide sufficient detail, including the appropriate dates needed to meet the eligibility criteria, the selection panel will reject your application.
6.7 St. Mary’s University College is committed to equality of opportunity. Applicants will be required to disclose information about criminal convictions prior to attendance at interview and clarification may be sought. This information should be returned to the Monitoring Officer in the envelope provided marked ‘Strictly Private & Confidential’. This information will be taken into account only when the conviction is considered relevant to the post. Any disclosure will be seen in the context of the job criteria, the nature of the offence and the responsibility for the care of existing clients and employees.
INTERVIEW
7.0If offered an interview, applicants must confirm their acceptance or refusal of the offer in writing or by telephone / email as requested.
7.1Interviews will not normally be rescheduled to accommodate applicants who are unable to attend on the stated date.
7.2If an applicant fails to present him/herself for interview, it will be deemed that they have withdrawn from the selection process.
7.3If an applicant is unavoidably detained on route to interview he/she should contact the College immediately, (Tel 028 90 327678; Fax 028 90 333719). Provided that contact is made prior to their final deliberations, the interview panel may agree, after consideration of the circumstances, to allow the applicant to attend.
7.4When preparing for a competence based interview please remember that the panel will ask you to provide specific examples from your past experience in relation to each of the competences. You should therefore come to the interview prepared to discuss in detail a range of examples which best illustrate your skills and abilities in each competence area. You may draw examples from any area of your work / life experiences.
APPOINTMENT
The appointment will be subject to:
8.0Proof of qualifications relied upon in the successful candidate’s application. These must be original documents. Where original certificates are not available for inspection the onus is on the candidate to produce alternative proof, for example a transcript from the conferring university/college.
8.1Evidence of the legal right to work in this country. You will be required to provide:
a)Your passport
AND
b)A document verifying your permanent national insurance number (e.g. P45, P60, National Insurance card) andyour birth certificate which includes the names of your parents (long version)