Estates & Facilities Manager

About this role

Estates & Facilities Manager

We are seeking an experienced Estates and Facilities Management professional to play a key role in leading the School’s estates team. The Estates and Facilities Manager will oversee the effective management, maintenance and development of the School’s estate, buildings and operations, ensuring a safe, secure and well-maintained environment in line with all statutory and regulatory requirements.

The role will lead on facilities management, maintenance, refurbishment and health and safety, as well as managing expansion and building projects. The postholder will also be responsible for leading the estates team, including caretakers, grounds staff and cleaning services, and for effectively managing external site contractors.

Job Description

Key Duties and Responsibilities

This is illustrative of the general nature and level of responsibility of the work to be undertaken, commensurate with the grade. It is not a comprehensive list of all tasks that the post holder will carry out.

Site security

• Overall responsibility for the security arrangements of the premises including ensuring that staff are aware of the procedures on security and the use of alarm systems, that there is an appropriate system of key holding management, that periodic reviews of site security are conducted and that appropriate progress is followed through.
• Manage all access to the site including managing times that buildings are open to stakeholders ensuring that IT implements access times on doors and monitoring the use of security cards and keys within the Schools.
• Ensure that call-outs by the alarm company and others during closure periods including nights and weekends are responded to appropriately in compliance with the Schools’ Lone Working Policy.

Premises, plant & equipment

• Manage the interface between the Schools and the Estates and Facilities Team acting as the key point of contact.
• To have overall responsibility, with the support of the Maintenance Manager, for the planned and ad hoc maintenance and upkeep of the premises and equipment including the required safety checks following school policy. To liaise with contractors as required.
• To determine, in conjunction with the Maintenance Manager, whether maintenance should be undertaken in-house or by commissioned contract services and to assist in the selection of contract services where appropriate, through consultation with the Bursar and following the Schools’ requirements for Contractors
• To be the client-side link with contracting staff, contribute to specifications, monitor and review all major contracts and services and undertake appropriate administrative processes for specifying and letting minor contracts following established guidelines
• To be responsible for ensuring the safe and efficient operation of all premises-related mechanical, electrical, heating services and other plant, including ensuring the completion of all annual portable appliance testing, monitoring and recording of meter readings/returns as required. To take appropriate action to ensure and monitor proper safe levels of lighting, heating and ventilation.
• Manage the premises and grounds so that they are maintained following agreed programmes of planned maintenance, and that emergency repairs are identified and actioned promptly
• Ensure that all plant and equipment for which responsible is operational and maintained in a safe working condition through a specified programme of regular inspection and planned maintenance.
• Manage the cleaning contractors and ensure that the premises are cleaned in accordance with the standards and methods set out in the Schools’ cleaning specifications.
• To draw up maintenance schedules for estates and grounds maintenance staff to ensure consistently high standards of safety of all school buildings and premises.

Health & Safety

• Assist the Bursar in the completion of the annual health and safety checks, and audits are completed as part of the overall school strategy for managing health and safety in the schools.
• To ensure that all statutory elements of health and safety are up to date and undertaking responsibility for equipment and maintaining the premises in a safe and healthy condition and to a high standard.
• In co-operation with the Fire Service, to be responsible for the installation and maintenance of all firefighting and fire alarm systems. To ensure the maintenance and periodic checking of fire and other safety equipment by specialist contractors.
• Be responsible for monitoring the safe storage and control of any potentially harmful materials and chemicals used within the Schools and ensure that such materials are appropriately marked and signposted.
• In conjunction with the Bursar, be responsible for all aspects of the Schools’ risk management, including ensuring all necessary risk assessments are completed and the necessary checks are in place to meet all audit requirements.
• Ensure that risk assessments are in place for all relevant hazards and working procedures, and ensure that all staff for which responsible are familiar with safe working practices and understand the importance of complying with them.
• Attend, constructively participate in and prepare reports as required for the Schools’ Health and Safety Committee and deputise for the Bursar.

Project Management

• To manage all aspects of any building projects and maintenance work undertaken on the school premises, including acting as a point of contact with regard to liaison with building contractors.
• Where external contractors/inspectors are employed, to monitor work and certify that work has been done satisfactorily.
• To attend coordination or site meetings as necessary.

Sustainability

• To develop and manage a carbon reduction plan for the schools to work towards net zero.
• To approach all work with the mindset to ensure sustainable outcomes can be achieved on different projects.
• To act as an advocate for the Schools’ principle of sustainability agenda, both in their activities and with regard to the world outside the Schools, be it locally, nationally or internationally.

Waste

• To develop and manage a Waste Management Strategy to ensure recycling arrangements are in place and that environmental awareness is promoted.

Finance

• Take responsibility for the management of the annual budget within the Estates Department.
• To be responsible for ordering and checking invoices, monitoring budgets and keeping stock records of all equipment and tools within the post holders' sphere of responsibility
• Ensure all purchasing is cost-effective and made within the systems and procedures as laid down within the Schools.

Lettings

• Actively promote the site to maximise the return from lettings ensuring that they do not interrupt the normal running of the Schools.
• Work alongside the Bursar to ensure the ongoing arrangements for the letting of school premises (including activity groups/camps) to external organisations and the development of school facilities for out of school use, liaising with the Bursar where necessary.

Transport Management

• In conjunction with HR & Bursar’s Office, ensure that all minibus and driver documentation is kept up to date in line with legislation, ISI regulations and school policies.
• Oversee vehicle weekly checks are undertaken and driver daily vehicle checklists are submitted and filed.
• Liaise with vehicle leaseholders for any vehicle repairs and maintain records of any accidents.

Leadership and management

• To be responsible for the line management of all Estates and Facilities staff, including participating in their recruitment and selection, identifying their training needs and drawing up their programme of work.
• To ensure appropriate staffing levels and deployment of staff in all Estate related departments.