Post Title: Head of Estates

Wellspring Academy Trust

Job Description HR3

Post Title: Head of Estates

Department: Wellspring Support Centre

Reporting to: Chief Operating Officer

Salary within the range: £42,000 - £50,000

Purpose of the post

·  The postholder will report to the COO and will be directly responsible for the line management and delivery of all associated work flows and team members.

·  To manage all aspects of the Trust’s estate.

·  To provide long-term comprehensive and integrated physical resource planning for the Trust.

·  To provide effective management of Estates and Facilities employees and to manage and be accountable for the efficient and effective provision of comprehensive pupil centred.

·  To provide effective leadership and management of health, safety & environmental matters for the Trust as a whole.

Responsibilities

The principal responsibilities of the post will be to ensure that teams are:

·  Focused to support the achievement of the Trust’s key corporate objectives in the development of the estate and its services.

·  Well managed and operationally effective, having in place robust and efficient systems and processes relating to all aspects of its activities.

·  Underpinned by a strong service ethos which places students and staff and other clients at the forefront of all its activities.

The post requires strategic vision, management expertise and practical experience to lead, manage, maintain and enhance the Trust estate and to provide a wide range of services across the organisation.

Work performed and/or key result areas:

Communication

·  To work constructively with a wide range of staff in pursuit of the Trust’s objectives and fulfilment of its plans.

·  To communicate with a wide range of individuals and organisations including the Health and Safety Executive, technical contractors and architects.

·  To contribute effectively to the Trust’s strategic planning processes.

·  To liaise closely with senior staff in the planning and consultation of strategic and operational plans.

·  To keep under review developments at national and international levels relating to Estates and Facilities Management, to assess their implication for the Trust, and disseminate information and ideas within the Trust as appropriate.

Teamwork and Motivation

·  To ensure the provision of and effective management of the department through ensuring all colleagues within Estates and Facilities interact appropriately and work collaboratively towards the common goals of the department.

·  These responsibilities extend to the leadership of major project teams involving the chairing of meetings of senior technical project staff and consultants, including senior staff both external and internal to the Trust.

·  To keep the departmental skill mix under review to ensure that the Trust is able to operate as an informed client in all aspects of its estate and facility management activities and procure in-house or contracted resources as necessary.

Liaison and Networking

·  A significant degree of autonomy will be afforded to the post holder in order to maintain links with Academies as required across the Trust.

·  To report to the Trust’s Senior Management and Senior Leadership Teams on estates and facilities developments and priorities.

·  To establish and convene, as necessary, relevant functional groups within and across the Trust.

·  To deputise for the Chief Operating Officer as appropriate, on relevant estates and services matters, both internally and externally.

·  To participate, as appropriate, in internal groups and meetings of the Trust.

·  To contribute to the dissemination and sharing of best practice on estates and facilities management within the Education sector.

·  To be responsible for the Estates and Facilities Department’s engagement with external professional consultancy and professional practices in the delivery of effective and cost-efficient services to the Trust.

·  To chair meetings of external contractors to ensure the effective coordination of estate and environmental projects including large scale, high value new builds and refurbishment projects.

Service Delivery

·  To provide, procure and develop effective and efficient facilities management services, based upon the highest professional and business standards.

·  To provide advice and guidance to the Trust on all aspects of health, safety and environmental matters and to ensure legislative compliance with all health and safety requirements.

·  To maintain the highest levels of service delivery to staff and pupils of the Trust.

·  To establish and maintain service level agreements for Estates and Facilities Management provision.

·  To maintain appropriate evidence in respect of the performance of the department and to undertake systematic feedback and review of performance through formal and informal engagement with user groups.

Decision Making

·  To report to the COO and advise the Trust’s Senior Management Team on budgetary, strategic and major operational Estates and Facilities Management matters.

·  To work on his/her own initiative, reporting formally to the COO on strategic issues, on the progress of individual projects, and on the management and operational effectiveness of the department.

·  To inform strategic decisions by producing briefing reports and plans for development of the Trust’s estate and facilities

·  To advise on the formulation of the department’s annual budget and capital investments, to ensure that all operations and development activities, including major capital projects, are provided or delivered at optimum cost efficiency.

·  To negotiate contracts with external providers on a range of Facilities Management projects.

Planning and Organising Resources

·  To be responsible for all aspects of the planning and organising of resources in support of key strategic capital projects.

·  To be responsible for the planning, allocation and management of resources, both physical and financial, to ensure that all essential functions and services relating to estates and facilities management within the Trust operate effectively and efficiently. These responsibilities link directly to the formulation and implementation of a Trust Estates and Accommodation Strategy requiring long term planning and deployment of substantial resources to ensure that the strategic objectives for the development of the estate are met.

·  To develop, manage and maintain the implementation of a 5 year rolling planned maintenance programme.

·  To oversee sub-contracted building works, and for drawing up programmes of refurbishment, adaptation and alterations to existing buildings within a minor works programme.

·  To implement and ensure the maintainence of a Trust computerised asset management database.

Working in partnership with Business and Facilities Managers

·  To monitor the progression of all maintenance and service contracts ensuring all specifications are met within agreed time, budget and quality requirements.

·  To prepare an integrated Facilities Management Strategy document with reference to the Trust’s Strategic Plan.

·  To prepare, produce and present an annual Service and Operational Plan for the Estates and Facilities Department.

·  To co-ordinate the preparation and production of the design briefs which include technical specifications for large projects.

Sensory and Physical Demands

·  The role will require a significant amount of movement between and around sites and occasionally climbing ladders and scaffolding.

·  The role holder will be expected to travel to all Trust sites.

Pastoral Care and Welfare

·  To support line managers within the department to manage staff absence, capability, stress issues etc.

·  To deal with more serious staffing matters and appeals, working with the Trust HR department as appropriate.

·  To manage any matters which arise within the Department, undertaking sickness absence reviews etc.

Standard Duties in all Trust Job Description

·  Show a commitment to diversity, equal opportunities and anti-discriminatory practices

·  Show a commitment to ensuring that children and young people learn in a safe environment

·  Participate in relevant and appropriate training and development as required.

Method of Working

The Wellspring Academy Trust expects all staff to work effectively and co-operatively as part of a team, delivering high quality support. This requires dealing with people politely and tactfully, and in accordance with Trust guidelines, policies and procedures. Wellspring Team members are expected to respect confidentiality and safeguarding practices at all times.

Public Relations

Considerable importance is attached to the public relations aspect of our work. Members of the Team must project a positive image of the Trust at all times and through all activity.

DBS Certificate

The Wellspring Academy Trust takes its duty to safeguard the young people with which it works seriously.

All Wellspring Team Members are required to undertake a Disclosure and Barring Service (DBS) check.

HR3/Feb 17/ Page 1 of 6

Wellspring Academy Trust

Person Specification

Essential / Desirable / How Identified
Section / Information
Education and Training
Educated to degree standard in a relevant discipline (architecture, building, engineering, facilities management, surveying or similar.) / E / A/I
Relevant project management qualification. / E / A/I
Relevant postgraduate qualification. / D / A/I
Experience
Extensive, relevant senior management experience in Estates and Facilities Management or in a related field with a demonstrably successful track record. / E / A/I
Thorough understanding of general management techniques in a large and complex organisation and be able to manage complex property estates and facilities portfolios. / E / A/I
Broad experience both in the preparation and control of development programmes, building and engineering projects and in managing facility operations and maintenance services. / E / A/I
General and Specialist Knowledge
Extensive knowledge of Health and Safety policies and practices. / E / A/I
Ability to manage a complex property estates and facilities portfolio, staff and budgets. / E / A/I
A sound understanding of the legal and financial aspects of major property projects and transactions. / E / A/I
Skills and Abilities
High level planning and forecasting skills. / E / A/I
High level organisational skills, with the ability to respond appropriately to conflicting user demands and expectations. / E / A/I
Strength and quality of leadership and the personal skills required to develop and lead an effective and well- motivated, multi-disciplinary and multi-task estates and facilities team. / E / A/I
Ability to communicate effectively at all levels, both orally and in writing. / E / A/I
Excellent influencing and negotiation skills, confidence and credibility to work with senior staff. / E / A/I
Competent in the use of Windows-based applications including Excel and databases. / E / A/I
Sound judgement – confident in using own initiative. / E / A/I
Additional Requirements
Operate with the highest standards of personal/professional conduct and integrity. / E / I
To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you. / E / I
To take responsibility for upholding and complying with the Trust’s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all. / E / I
Willing to work flexibly in accordance with policies and procedures to meet the operational needs of the Trust. / E / I
Willing to undertake training and continuous professional development in connection with the post. / E / I
Work in accordance with the Trust’s values and behaviours. / E / I
Able to undertake any travel in connection with the post. / E / I
Able to demonstrate sound understanding of equality/diversity in the workplace and services provided especially in the access to delivery of the education of pupils and of own non-discriminatory practice and attitude. / E / I
Satisfactory DBS disclosure to work in an environment dealing with young people. / E / I
Ability to form and maintain appropriate relationships and personal boundaries with children, young people and vulnerable adults. / E / I
A commitment to safeguarding and promoting welfare for all. / E / I

·  Essential Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage.

·  Desirable Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.

·  Method of identification is where the selection panel will match the candidate’s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

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