Job Description –

Job title:Premises Manager

Salary grade:Scale I

Accountable to:School Business Manager

Responsible for:Premises Leads, Premises Assistant to South Site lead,Premises Assistants, and Cleaners

Key Purpose

To manage the school site to provide an environment that offers high standards of safety, security and comfort to all users and visitors.

To support the creation of an atmosphere of respect, recognition, optimism, celebration and mutual support in the Academies which promote equality within, and values the diversity of, the Trust.

Key Accountabilities

Role in Premises Team

To manage the day to day activities of the Premises team; Premises Assistants, cleaners and any sub contractual arrangements like grounds etc.;

To report to the SBM on a weekly basis or as required to agree schedules of work and priorities;

To be responsible for day to day management of health and safety on site, accident reporting and academy H&S arrangements.

To participate in a rota to ensure that adequate cover exists for the school during normal school hours and evenings if required

  • To be notified of essential works by the site leads and to decide on appropriate procedures to rectify identified faults;
  • To be familiar with and follow Trust policies
  • To be prepared to provide additional support to the Premises Team as required eg evaluation of premises project work, work scheduling, mentoring of premises workers etc.
  • To manage the documentation of site records pertaining to Health and Safety for the site
  • To manage the systems for facilities management and ensure the records for building maintenance are followed up (using the appropriate software).
  • To manage the accounting and ordering systems for all premises ledger codes and manage the academy premises budget so as to not exceed the agreed annual budgets.
  • To participate in relevant training as and when this is deemed appropriate and to organise training for the premises team.
  • To provide an adequate supply of protective clothing and to ensure it is used, worn and maintained appropriately
  • Model excellent behaviour to students and conform to all academy procedures for the safeguarding of young people.

Management of Staff

  • To ensure the academy is provided with a high quality premises service through:

a)Effective line management of the Premises Assistants and cleaning staff;

b)Efficient organisation of staff working patterns including duty rotas for term time and holiday periods;

c)Monitoring of workloads and performance including attendance and punctuality

d)Provision of facilitation of appropriate training, information and instruction where necessary;

e)Review of staff performance

Security

To ensure that all reasonable Steps are taken to minimise loss or damage to the school and persons who come into contact with its activities by ensuring that doors, windows and gates are secured when the school is unoccupied

To secure all keys in a safe place and implement a system to record issue, return and purchase of the same.

To ensure that visitors to the site identify themselves and to take appropriate action to ensure that unauthorised persons are removed from the site

To ensure that procedures for dealing with and reporting emergency situations e.g. fire, theft, malicious damage and break ins (to include ensuring that temporary repairs are effected to prevent further incidents) are followed

To manage with the ICT manager the school’s CCTV system and report any faults to the School Business Manager

  • To manage the school’s alarm systems ensuring they are in good working order and tested regularly

To arrange for access to be available for staff, contractors and members of the public when required and to ensure that such access causes the minimum disruption to the day-to-day running of the school

To ensure that on site parking arrangements are implemented and maintained

To participate in an out of hours emergency call out system whenever possible. The site lead will be the first point of call relevant to the site the emergency has occurred on and then it will be the Premises Manager.

Cleaning

To be aware of the requirements of the cleaning service and to monitor standards

To ensure that an adequate supply of essential consumables (toilet rolls, soap etc) are made ready for use

To ensure that internal areas that are the responsibility of the school to clean are maintained in an acceptable condition

To ensure that external hard and soft environments are maintained free from litter and kept weed free and trimmed where appropriate

To ensure that internal and external areas affected by graffiti are cleaned upon discovery or being reported

Health and Safety

To be aware of and understand the key requirements of the Health and Safety at Work Act 1974

To be the person with delegated responsibility for site health and safety. To liaise with the Headteacher and School Business Manager on all issues pertaining to health and safety.

To arrange for the implementation of fire drills and testing of emergency alarms

  • To undertake inspections of the workplace, keeping appropriate records of findings and action taken to ensure identified issues are dealt with accordingly

To ensure that paths, roads and parking areas are kept clear of snow, ice and other materials (that may affect access and egress of pedestrians and vehicles) by the site team

  • To maintain an accurate record of hazardous materials used on site and local COSHH procedures are effective and compliant with legislation.
  • To compile and maintain risk assessments that cover the activities of the Premises
    Team

Lettings

To ensure that all lettings are suitably supervised in accordance with agreed procedures and implemented according to Trust policy

  • To maintain excellent customer relationships with lettees
  • To ensure the lettings administration is correct and that invoices are produced accurately and in a timely manner.

Premises Maintenance

To ensure that furniture, equipment, fixtures and fittings are regularly checked and to arrange for appropriate repairs to be undertaken upon discovery of faults

To schedule work which requires the attention of outside contractors and to obtain quotations for work following appropriate procedures.

  • To manage tender processes relevant for the site as required and to assist with the production of bids for site funding.
  • To produce reports for Governors and attend Governor’s meetings as appropriate.
  • To monitor the progress of repairs and to report any problems to the SBM.

Grounds Maintenance

To be aware of the requirements of the grounds maintenance contract and manage the delivery of this contract, highlighting any issues with the SBM.

Stock and Equipment

To keep accurate records of stock held.

  • To organise maintenance of tools and equipment in line with manufacturer’s instructions and recognised good practice.

Porterage

To ensure that deliveries are transported to the relevant recipient on the school site.

To ensure that furniture and equipment are moved throughout the school to ensure it is ready for use when requested.

Decoration / Maintenance

To ensure that decoration, repair and maintenance of buildings is undertaken in line with the programme of works agreed with the SBM in accordance withsafety guidelines, good practice and agreed procedures.

Transport

  • To manage the minibus and ensure it is available for school use within the constraints mentioned below; ensure the maintenance regime is effective and efficient.
  • Ensure that the vehicle is kept clean, presentable, maintained, safely operated and insured. Ensure that it is regularly inspected and fit for purpose (fire extinguisher, first aid kit, torch, pen, paper, vehicle documentation, breakdown, etc.)
  • Act as the booking agent for the minibus and or other minibus hirings for staff.
  • Ensure a log is kept of trained users and the training record is updated.

General

To respond to reasonable requests from staff, site users, visitors and contractors

To deal with staff and others in a friendly manner promoting a positive image of the school to all visitors and site users

To support the learning goals of the TLT and if required provide oversight of young learners or apprentices within the Premises team.

This job description is not necessarily a comprehensive definition of the post. It will be reviewed at least once each year, but may be subject to modification or amendment at any time after consultation with the holder of the post

Person Specification

Criteria / Essential / Desirable
Knowledge and Understanding /
  • Knowledge of premises/facilities management
  • Knowledge of customer service environment
  • Knowledge of admin support and organisational structures
  • Awareness of Health and Safety Procedures
  • Knowledge of first aid
  • Knowledge of contract managements
/
  • Experience in managing a premises previously
  • Experience of Academies
  • Experience of Schools/Education Sector
  • Experience of working with learners from a disadvantaged background
  • First Aid Qualification

Qualifications /
  • Driving Licence
  • Willingness to undertake further training
/
  • H&S Qualification – IOSH, NEBOSH or willingness to undertake one
  • Membership of H&S organisation

Skills /
  • Able to communicate effectively; verbally, written and electronically
  • Able to work as part of a team and to lead teams
  • Able to work effectively with education staff and learners
  • Planning skills
  • Literate and Numerate
  • Ability to plan training and maintain records
  • Proficient in the use of ICT and ability to learn new software systems as necessary
/
  • Excellent networking skills
  • Excellent foresight
  • Previous experience in organising training and management of training records

Personal /
  • Adaptable and Flexible; willing to take on new challenges and responsibilities
  • Calm and professional manner
  • Customer facing outlook
  • Good motivation skills, ability to work on own initiative, manage and inspire others
  • Self-starter
  • Highly organised
  • High degree of reliability
  • Able to work evenings and weekends if necessary
  • High degree of safety awareness
/
  • Willing to undertake training to fulfil more demanding roles
  • Able and willing to become a designated First Aider in the workplace
  • Played a lead role in established safe systems of work

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