JOB SPECIFICATION

ESTATES MANAGER

Whole School

The Bursary

The Bursary, which is situated at the Upper School, is responsible for the School’s support services and in particular for the financial, HR, communications, legal, H&S, administrative, estates and facilities management work of the School. The Bursary also provides (through the Bursar and Clerk to Governors) a governance resource and is the secretariat to the Governing Board.

The Estates Department at The Perse

The Estates Department is part of the Bursaryand the appointment of a new Estates Manager will complete the Department’s latest stage of expansion. The current Estates Manager will step aside later in 2017 initially to go on maternity leave and then to return part-time (four days a week) as Projects Manager (a maternity cover appointment is being sought for the role of Projects Manager.) This will mean that the internal staffing of the Department will then be made up of: the Estates Manager, Projects Manager, Project Architect/Surveyor, Building Services Manager, Assistant Building Services Manager and Facilities Administrator supported by the Maintenance Supervisor, Electrician and three other members of the maintenance team; the Head Groundsman and five assistant ground staff; and the School Gardener and Assistant.

External consultants and contractors are brought in to supplement internal staff. On its largest projects the School has tended to employ a full range of consultants including a project manager (who has usually doubled up as contract administrator). Under the new structure of the Department the use of external project managers is intended to be reduced. On smaller but still major projects the School project manages the works itself while using the architect as contract administrator and employing consultants according to the needs of the particular works. Minor works are sometimes treated in a similar way to smaller major projects, but, depending on the complexity of the design, may be handled entirely internally.

Term contractors are employed for both planned maintenance & servicing and also small improvements and reactive work to electrical and HVAC plant. A large number of other contractors, controlled by the Estates Department, provide regular maintenance and servicing to other equipment and installations. All the services provided by these contractors are subject to regular tendering. Building contracts are tendered individually. £40m of capital projects have been undertaken in the last decade. With approaching 1,600 pupils and 400 staff in three schools on five sites covering 62 acres and additionally with a number of residential properties and responsibility for the maintenance of the playing fields of a neighbouring School, the demands on the Estates Department are many. The quality of the Department’s planning, monitoring and delivery is paramount.

1.JOB DESCRIPTION

The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Reporting to

As a member of the support staff, the Estates Manager’s line manager will be the Bursar.

Job Purpose

Leading the Estates Department, the post holder will be responsible for ensuring the smooth development and operation of the School’s estates on all its sites. This will include the provision of a day to day grounds and maintenance service commensurate with the operation of the School and the maintenance of a safe environment for its staff, pupils and visitors. In addition, ensuring that statutory requirements are complied with, and that schemes of work, monitoring and supervision are in place to ensure continuing improvement.

Key Responsibilities

Management and communication

  1. Lead the Estates Department and managing the work of the Projects Manager, Project Surveyor/Architect, Building Services Manager and Assistant Building Services Manager with oversight of and ultimate responsibility for the workload and performance of the maintenance and grounds teams.
  2. Attendance at Senior Bursary Team meetings and Health and Safety Committee meetings
  3. Manage the budget for the Estates Department and, in liaison with the CFO, developing Estates financial planning
  4. Develop the security strategy of the School sites, including CCTV, and overall management of its implementation
  5. Provide appropriate reports to the Bursar and the Finance and General Purposes Committee
  6. Draft press releases and neighbour communications in liaison with the Director of Communications and arranging public consultations, particularly with regard to planning
  7. Negotiatecontractual agreements for tenanted properties and annual rent reviews
  8. Assist in staff recruitment
  9. Appraise and develop Estates staff, ensuring individuals are motivated and teams are working effectively.

Buildings, Contractors works, Health and Safety

  1. Oversight of general maintenance and maintenance requests with a view to improving services and reporting systems as necessary
  2. Ensuring swift resolution of matters raised through the intranet reporting system, active monitoring, Health and Safety Inspections and other reported issues
  3. Identifying/approving necessary planned improvements to plant or building fabric, e.g. plant control upgrades, new windows etc.
  4. Ensuring compliance with statutory requirements, and the School’s policies and procedures.
  5. Sustainability, environmental processes and waste management
  6. Energy procurement and monitoring energy/water usage
  7. Asbestos surveys, legionella tests and other H&S processes in liaison with the Assistant Bursar
  8. Direction of triennial condition surveys and delivery of their outputs
  9. Regular inspections of buildings and grounds
  10. Review of information, policies, risk assessments, etc.
  11. Traffic monitoring and planning

Minor/Major works projects

  1. Receiving instruction for potential projects and assigning to members of the project team.Reviewing options put forward providing advice and continual oversight of projects
  2. Production of project briefs for Major Capital projects in liaison with stakeholders and in reference to the School Masterplan
  3. Proposing procurement – both design teams and contractors - for projects for agreement by the Bursar
  4. Receiving weekly updates on all projects and reporting on them as required

This is a senior post and as such will be a point of contact for a range of people within the Perse community. The post holder will need to possess excellent communication skills and the ability to liaise effectively with people at all levels.

PERSON SPECIFICATION

Education/Qualifications

  • Educated to degree level or equivalent.
  • Relevant professional qualifications
  • Knowledge of construction processes
  • Experience of project management

Relevant Experience

  • Experience in staff supervision and management
  • Experience in the design and development of building works
  • A knowledge of energy conservation measures
  • Proven experience in managing programmes to budget and time
  • Experience of working in or for an educational establishment desirable

Skills and Abilities

  • IT literate with proven skills using MS Office packages.
  • Familiarity with building maintenance software and CAD systems
  • Excellent communication skills including the ability to develop and manage relationships with external organisations and contractors, and to engage with local people in resolving issues.
  • High level of tact, diplomacy and confidentiality
  • Strong analytical skills.
  • Confidence to manage competing priorities under own initiative
  • Ability to remain calm under pressure
  • The ability to identify, diagnose and solve problems before they affect the operation of the School

2.OUTLINE TERMS AND CONDITIONS

Working Hours

This post is full time. The nature of the work is flexible and you are expected to work the hours that are necessary to fulfil your responsibilities and meet the needs of the School. Some of this work will be in evenings and at weekends.

Salary

The salary will be in the region of £55,000 depending on qualifications and experience.

Holidays

Paid holiday entitlement is 6 weeksplus Bank holidays per annum- one week to be taken at Easter, one week to be taken at Christmas and four weeks to be taken as agreed with the Bursar. Holiday may not normally be taken during term time.

Staff Benefits

The School operates a defined contribution Pension Scheme which all support staff are eligible to join once they have completed three months’ service and to which the School and the member of staff both contribute. Contributions are currently 13.75% and 6.25% respectively.

The School operates a Group Life Assurance Scheme that members of staff are automatically included in on the date of appointment.

Lunch is provided free of charge, on Mondays to Fridays worked at School during term time, for all staff whose working hours encompass the time of School lunch.

The School’s Sports Centre is available for use by staff at various times during the week.

The School is keen to help develop the skills of its staff and looks to provide appropriate training as necessary.

3.APPLICATION PROCESS

Safer Recruitment

The Perse School is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening appropriate to the post including: references from previous employers, a Disclosure and Barring Service check at the enhanced level, as well as eligibility to work in the UK (in compliance with current UK government immigration regulations). Interviews will be conducted in person and will explore the candidate’s suitability to work with children.

RecruitmentPolicy

The School’s Recruitment, Selection and Disclosure Policy and Procedure is available for your information on the School website, or by request from the HR Department.

To apply

Applications are to be made using the School’s online application form, available from the School website

The closing date for completed applications is: 10 August 2017 at midday.

Interviews will take place week commencing 14 August 2017.

Any queries from job applicants may be addressed to:

HR Department, The Perse School, Hills Road, Cambridge, CB2 8QF.

Tel No: 01223 403800.

Bursar, June 2017

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