Facilities Manager

40000.00 - 45000.00 GBP Annual
15 Jul 2017
18 Jul 2017
Contract Type
Full Time
The role: Facilities Manager
Reporting to: Director of Finance and Resource
To have overall responsibility for the management, operation and strategic development (with the Headteacher and Director of Finance & Resources) of premises related functions at the academy (including site maintenance, cleaning , catering, waste disposal, caretaking, ground services, security, vehicle maintenance) ensuring that the academy facilities and premises are maintained to the highest standard.
Key Responsibilities
  • Daily responsibility for the management of all property and facilities related services.
  • Negotiation, procurement and ongoing daily management of supply contracts for catering, security, CCTV, cleaning, grounds maintenance, waste management, ensuring best value and the highest levels of service.
  • Negotiation, procurement and management of support contracts for HVAC and PPM maintenance services for M&E systems throughout the Academy, ensuring best value and the highest levels of service.
  • Management of programmes and scheduling for external contractors to attend site to carry out planned preventative maintenance
  • Management of life safety systems including fire alarm, sprinkler system, smoke ventilation
  • Responsibility for fire safety provisions and scheduling of fire drills, acting as the chief Fire Marshal.
  • Responsibility for statutory inspections including gas safety, fixed wiring, portable appliance testing, LEV exhaust, lifts, engineering insurance inspections.
  • Lead on all Health and Safety matters including quarterly reporting to Governing Body.
  • Preparation of reports on facilities operations for the Senior Leadership Team and Governing Body.
  • Undertake budget monitoring and prepare costed plans for repairs/maintenance & building activities as required
  • Regularly review the provision of goods, services and utilities to ensure these remain appropriate to the needs of the Academy
  • To undertake the drafting of tenders and negotiation of contracts for relevant goods and services.
  • To oversee the outsourced catering provision to ensure compliance with nutritional and food standards regulations whilst maintaining the highest standards of catering provision for students, staff and visitors in line with agreed spend and budgets.
  • To oversee the cleaning service contractor to ensure the Academy is kept clean and hygienic to a high standard
  • To oversee the security services provider to ensure compliance within the agreed assignment instructions and review when required.
  • Issuing of keys and access control cards to staff and contractors.
  • To oversee the management of CCTV systems to ensure compliance with agreed policy and data protection act.
  • Hold regular review meetings with continuing contractors to address issues, concerns, review spend and procedures.
  • Project lead for photocopier/printer procurement, servicing and costs.
  • To establish appropriate systems and working practices that ensure compliance with all relevant statutory regulations and recognised best practice.
  • To regularly review the provision of goods, services and utilities to ensure these remain appropriate to the needs of the Academy in conjunction with the Director of Finance and Resources (DFR)
  • To develop and implement service specifications and standards for facilities related services
  • To undertake the drafting of tenders and contracts for relevant goods and services including utilities under the direction of the DFR
  • To act as Academy champion on environmental policies ensuring the school is at the forefront of best practice
  • To undertake risk assessment of security risks to the school (grounds, premises and contents) including vandalism/arson
  • To lead on all Health and Safety matters, investigating accident and incident reports, ensure system compliance and undertaking routine and ad hoc inspections and audits of related systems and processes
  • Operate a permit to work system as required
  • Ensure that any plant and equipment is accessible for insurance inspection as required
  • Ensure that any records or information for insurance purposes is maintained and available
  • Ensure that statutory logs and records are maintained
  • To prepare and present reports on facilities operations and accident reporting for the Senior Leadership Team and for the Local Governing Body as required by the DFR and Headteacher
  • To commission specialist reports and surveys as and when required under the direction of the DFR and Headteacher.
  • Undertake budget monitoring and prepare costed plans for repairs/maintenance & building activities as required
Staff and contractor Management and Training
  • To lead and manage various service teams e.g. grounds maintenance, to ensure the highest standards of maintenance and support services
  • Actively identify defects and record repair and maintenance requirements ensuring timely resolution of issues
  • To keep up to date with the latest legislation and guidance in facilities related matters and ensure team members are given access to training
  • Oversee the work of external contractors, signing off their work as required
  • Hold regular team meetings with managed staff
  • Take a lead role in recruiting site, catering and cleaning staff and in managing associated employment procedures.
  • Provide emergency access to the site.
Community Use of Academy Facilities
  • To oversee the Sports Hall and football pitch facilities ensuring all aspects are maintained at the appropriate level
  • Work closely within the Community Use Co-ordinator to ensure adequate supervisory cover, safety and security for community use
  • To work with the FRD to deliver the Academy lettings programme, maximising the commercial potential of Academy facilities.
  • Management and supervision of any lettings staff, including organisation of rotas and timesheets.
Line Management Responsibilities
  • Managing the staffing of additional premises staff.
  • Motivate and facilitate teamwork and good practice in order to achieve excellent standards of service delivery as Facilities Manager.
  • Manage Facilities staff attendance and leave to ensure a continuous service throughout the year.
  • Monitor and support staff career development including the appraisal scheme, setting and monitoring against agreed objectives, reviewing training requirements.
  • Monitoring the effectiveness of the facilities.
  • To assist the DFR in the management of capital schemes as and when required
  • To ensure, in relation to all the above responsibilities, that systems for monitoring and reporting are in operation
  • To work in collaboration with the DFR and the Chair of the governing body's finance and resource committee, and attending meetings where requested
  • To carry out other reasonable tasks from time to time as directed by the Headteacher.
  • Be aware of and comply with policies and procedures relating to child protection, health, safety and security and confidentiality, reporting all concerns to an appropriate person
  • Treat all users of the Academy with courtesy and consideration
  • Present a positive personal image, contributing to a welcoming school environment which supports equal opportunities for all
Health and Safety Responsibilities
  • All staff have a responsibility to be aware of, comply and act upon the Health and Safety Policies of Hammersmith Academy and undertake risk assessments as appropriate. Full details can be accessed via the staff website.
  • Hammersmith Academy is a designated non smoking site.
Because of the nature of this job, it will be necessary for the appropriate level of criminal record disclosure to be undertaken. Therefore, it is essential in making your application you disclose whether you have any pending charges, convictions, bind-overs or cautions and, if so, for which offences
Qualification Criteria
  • N/SVQ Level 4/NHD/Degree in a relevant discipline or appropriate experience at senior level
  • Good literacy and numeracy skills to Level 2
  • First Aid trained or be willing to undertake qualification
  • Several years' experience working in a relevant discipline i.e. Facilities Management experience in a school or similar environment
  • Management/supervisory experience
  • Knowledge of Trend or similar building management system.
Specific skills
  • Good spoken and written communication skills
  • Effective use of ICT
  • Use of appropriate specialist equipment/resources
  • Full working knowledge of relevant policies/codes or practice/legislation
  • Knowledge of health and safety procedures and precautions
  • Knowledge of COSHH regulations
  • Awareness of health and hygiene procedures
  • Willingness to participate in development and training opportunities
  • Managerial skills
  • Knowledge of moving and handling procedures
  • Ability to organize, lead and motivate a team
  • Ability to self-evaluate learning needs and actively seek learning opportunities
  • Ability to relate well to children and adults.
Alignment with the Hammersmith Academy Vision
  • Relentless drive to do what is required to ensure all students succeed
  • Ability to create and instil high expectations
  • Inspire and lead others to exceptional performance
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