Estates and Operations Manager
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ESTATES AND OPERATIONS MANAGER
The School lies in a wooded valley occupying the site of a former Benedictine Monastery in rural Dorset and requires an Estates and OperationsManager. The role includes a wide range of leadership and management responsibilities incorporating strategic planning through to day-to-day operations, particularly in relation to buildings and premises. The post holder has overall management responsibility for maintaining the Milton Abbey Estate (“Estate”) including maintenance, refurbishment and development, keeping the grounds properly cared for and landscaped. The post holder supports the Head in the management of the Estate support staff and contractors.
This role demands a highly motivated and enthusiastic individual with excellent organisational, communication and people skills. You will have recent experience of working in a Facilities Management role and good working knowledge of property management and services. You will also have knowledge of Health & Safety issues particularly relevant to the school environment, including COSHH.
The post attracts a generous salary and possible on site accommodation may be available to the right candidate.
TITLE: Estates and Operations Manager
JOB PURPOSE: The Estates and Operations Manager is a member of the management team and the role includes a wide range of leadership and management responsibilities incorporating strategic planning through to day-to-day operations, particularly in relation to buildings and premises.
The post holder has overall management responsibility for maintaining the Milton Abbey Estate (“Estate”, i.e. buildings, grounds and plant), including maintenance, refurbishment and development. The post holder supports the Head in the management of the Estate support staff and contractors.
To organise and co-ordinate on-site services and resource requirements to ensure service is maintained to the highest standard in all circumstances.
RESPONSIBLE TO: Senior Deputy Head
Specific responsibilities include the following, although this list is by no means exhaustive:
Key areas of responsibility include:
- procurement and contract management;
- building and plant maintenance;
- health and safety;
- space management;
- asset management;
- Operational Support Staff management.
Duties and Responsibilities
- Manage the Operations teams, which include Maintenance, Caretaking, Housekeeping and Porterage, Catering and Grounds. Use best business practice and improve efficiency, by appropriately managing operating costs and allocating resources;
- Provide accurate and informative monthly reporting on work order performance, H&S and quality control;
- Responsible for the day to day organisation of the on-site team and external vendors providing first line facilities support to ensure that all contract service levels are achieved and reported on periodically.
- Investigate availability and suitability of options for improvement to premises;
- Plan for future development in line with strategic business objectives;
- Manage and lead change to ensure minimum disruption to core activities;
- Plan best allocation and utilisation of space and resources for both current and potential new buildings, and re-organising current premises.
- Formulate, manage and deliver the Operations Department budgets, ensuring that financial data is available to the Senior Deputy Head and Head of Finance;
- Calculate and compare costs for required goods or services to achieve maximum value for money;
- Manage, monitor and report on the financial performance of contracts.
- The appointment, control, appraisal, development and welfare of all Operations Support Staff.
- Manage and direct the School’s Caretaking, Housekeeping and Porterage teams;
- Manage and direct the School’s Grounds team;
- Manage and direct the School’s Maintenance team;
- Manage and direct the School’s Catering Team;
- Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies;
- Attend relevant Governors’ / committee / BMT meetings, reporting and assisting the Senior Deputy Head on premises related issues and in other areas as required;
- Appropriate use of performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement;
- Deliver first class leadership to direct reports and drive a high performance culture objective via a collaborative style and methodical approach that allows the post holder to lead, manage and co-ordinate the facilities management successfully.
- The general maintenance of all School property and the keeping of records of repairs, painting etc.
- The supervision of new construction, refurbishment and repairs by directly employed labour or contractors.
- Track building upkeep as well as anticipated long and short term improvements and maintenance;
- Manage the School’s Maintenance management software (Collegiate) system.
- The maintenance and operational efficiency of all installations and plant for water supply, heating, hot water, catering, sanitation and drainage, lighting, ventilation, swimming pools etc.
- The provision of effective catering services both for the School and for outside events held at the School and through the catering department managing the efficient operation of the Tuck Shop.
- Prepare documents for contract tendering;
- Responsible for briefing, appointing and managing external contractors as required;
- Check that agreed work has been completed satisfactorily and follow up on any deficiencies.
Health & Safety
- Responsible for and manage all aspects of fire safety in liaison with the Health & Safety Advisor;
- Responsible for site security;
- Ensure effective security devices, systems and personnel;
- Respond to emergency situations or other urgent issues involving the Estate;
- Member of the Health & Safety Committee;
- Work in liaison with the School’s Health & Safety Advisor to ensure that all activities undertaken in the department are done so safely and abide by statutory Health and Safety legislation and regulations and orders;
- Ensure that buildings comply with Health and Safety legislation and ISI and NMS for Boarding standards;
- Write and manage the School’s contingency planning, including the Critical Incident Plan.
- In line with appropriate contingency planning, appropriate management of emergencies or urgent issues as they arise in conjunction with the management team.
- Responsible for project management and delivery of large and small maintenance and development projects;
- Responsible for the preparation and submission of planning applications;
- To be a member of the Milton Abbey School Services (MASS) Committee, working with the MASS team to deliver MASS events;
- To assist the Senior Deputy Head and/or any staff appointed by the Head in the smooth running of school events, such as Speech Day;
- Responsible for all aspects of the security of the School, its pupils, staff and visitors;
- Liaison with statutory and local authorities including DfES, Charity Commission, Local Authority Planning Department (planning applications & local plans), Local Authority Environmental Health Officer (catering inspections, health and safety & licensing), fire authorities, police, the Health and Safety Executive and Parish Council;
- Manage all staff accommodation and deal with the letting or licensing of any School real estate in accordance with best practice;
- The upkeep and continuous improvement within cost constraints of the estate, trees, gardens, sports facilities and playing surfaces.
- The management and provision of the School’s Transport Fleet.
- Responsible for the School’s waste management.
- Carry out tasks and duties that are a part of school routine in a professional manner, as required at the direction of the Head or the Senior Deputy Head.
This job description reflects the present requirements of the post and as duties and responsibilities change/develop, the job description will be reviewed and be subject to amendment in consultation with the post holder.
- Minimum of 5 years’ experience in a Facilities Management/Operations environment; experience of working in a school environment is not a prerequisite;
- Experience in managing a multi-occupied portfolio of responsibilities;
- Technical or Soft services qualification or suitable experience in FM service delivery role;
- Experience of working in a large scale FM contract;
- Have an excellent understanding of Health and Safety and may hold either NEBOSH National General Certificate in Occupational Health and Safety or National Certificate in Construction Health and safety or equivalent;
- Competent with standard MS Office applications;
- Experience of working with computer aided facilities management systems;
- Strong and effective communication skills. Pro-active, analytical thinker with demonstrated problem solving skills;
- Previous people and team management experience, demonstrated leadership and performance management skills;
- Good customer services skills;
- Be flexible, able to plan and prioritise, take initiative and have a willingness to work out of hours;
- Membership with an appropriate body i.e. British Institute of Facilities Management.
TERMS OF APPOINTMENT
The following provide guidance, without prejudice, on the likely main provisions of the Contract of Employment.
Hours: This is a full-time post, 52 weeks per year.
Holidays: The salary is inclusive of 5 weeks paid holiday (which includes payment for Bank Holidays). Public holidays falling when pupils are in School during term time are working days. Ideally, leave will be taken during School Holidays and will be authorised by the Senior Deputy Head. A month’s notice of intended leave is to be given. Up to 4 days may be designated by the School to be taken over the Christmas period, usually between 24thDecember and 1stJanuary.
Salary: The post attracts a generous salary (details on application) depending on qualification and experience.
Accommodation: On site accommodation may be available to the right candidate and the size of accommodation will depend on family circumstances.
Probation: The position is subject to a six month probationary period, which may be extended.
Pension: The School complies with the its legal obligations in relation to the provision of access to a pension scheme and will automatically enrol the employee in a contributory pension scheme when required by law.
Medical Fitness: Any offer of employment will beconditional upon the appointee’s fitness to carry out the role. New employees will be asked, following an offer of employment, to complete a questionnaire regarding medical fitness.
Criminal Background Check (DBS): As a School, Milton Abbey requires all new employees to complete an Enhanced level criminal background check through the Disclosure and Barring Service. It is a condition of employment that the employee should not have been convicted of a criminal offence against children, nor have been dismissed from or resigned from a previous employer for misconduct of a similar nature. Having a criminal record is not necessarily a bar to employment; it will depend on the nature, circumstances and background of the offence.
References: In addition, all new employees are required to provide two satisfactory references, one of which should be from a previous employer. The School may also contact any previous employer, where the position has involved working with children or vulnerable adults.
Applications must be submitted on a Milton Abbey School application form with a covering letter. Your application can be supported by a CV. Applications annotated “see attached cv” will not be considered. Attention will need to be given by the candidates as to the way in which they expect to transfer their experience to date to this post in a school environment. Further details may be obtained from our website or from HR email email@example.com telephone 01258 880484.
Please address your letter to the Deputy Head and send the letter, cv and application form to:
Miss Lynne Hughes
By post Or by email
Milton Abbey School firstname.lastname@example.org
Closing date for applications is noon on Friday10thMay 2019. We will contact all applicants to either invite them to interview or advise them that on this occasion their application will not be taken further.
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