Estates & Facilities Manager
Candidate Information Pack
A Warm Welcome
We are delighted that you are considering a role at The Downs. Our parents and staff say that this is a truly special place, where both adults and children make friends and stay friends. There is a wonderful feeling of community amongst the staff combined with an ambition to provide innovative teaching and a supportive environment that aids the development of each child. This post is for a dynamic and effective individual who can lead and manage all staff in the Estates and Facilities department. We look forward to receiving your application if you would like to join us on this journey.
Debbie Isaachsen Headteacher
Unique
Our
School
At the end of our long meandering drive, children thrive in the beautiful 60 acre estate - centred around a characterful Jacobean building, Charlton House. The Downs is a leading Independent, co-educational school and nursery for children aged between 6 months and 13 years. The Downs has a close community, where all children are known and developed as individuals. Our site is incredibly unique, especially within the Bristol area, it enables us to provide all activities on site, the children enjoy the expansive space, quiet and freedom which is unusual in today's world. It is quite simply, a breath-taking space for all to enjoy. Our purpose is clear, we want to provide our children with an exceptional education and the traditional values that will set them up for future success and happiness. We do this by providing the environment to give our children the freedom to Explore, the confidence to Express and the ambition to Excel.
Read an independent review of our school in the Good Schools Guide here.
Our core values are intrinsic in our culture and every day school-life. Explore: We encourage our children to be explorers in all aspects of school life - learning something new in class, playing outside or pursuing a new hobby. Every school day provides learning opportunities that equip them for their exciting futures. Express: We understand that every child is unique with different qualities, passions and skills. To stand up on stage, to stand up for what they believe in and to be stand out, we instil inner confidence in our children so they can succeed in all aspects of expression. Excel: We take a tailored approach to all our children’s individual progress and development. We celebrate success and learn from failure. We encourage collaboration and application across the curriculum so children can identify and achieve their own personal best. Our Core Values
The Role
The Estates & Facilities Manager (EFM) will be responsible for providing dynamic and effective leadership for the Estates and Facilities department, including Maintenance, Grounds, Gardening, Transport, Cleaning and Events & Lettings. The EFM will play a key role in supporting the Bursar, most notably with the delivery of the School’s capital programmes and in relation to the Estates strategy. You will lead on the planned maintenance schedule for the entire estate. In addition to ensuring all Estates and Facilities related operations are delivered to an excellent standard, the EFM must also ensure that the School and Nursery meets its statutory compliance obligations in these areas and the role holds a senior position within the School’s Health & Safety structure.
Job Description
Line Manager
The Bursar
Line Management Responsibility
Estates & Facilities Team
Safeguarding Children
Members of staff will unreservedly promote and safeguard the welfare of children. In doing so they will follow the School’s safeguarding procedures as described in the Staff Handbook and they will develop their knowledge, understanding and skills as required by the School’s Designated Safeguarding Lead (DSL). Leadership and ownership of the following tasks, and management of the team members who carry out: • Maintenance of School and Nursery buildings including preparation and implementation of a planned maintenance programme, maintenance schedules and budgetary projections. • Commissioning, reviewing and acting on building condition surveys to inform the planned maintenance programme. • Advising and supporting the Bursar with the development of the School’s Estates strategy and the resulting major capital programmes. • Developing and implementing a strategy to significantly reduce the amount of carbon associated with the School’s estates and operations. • Security of the School’s campus (including the Pre Prep and Nursery) which includes the upkeep and maintenance of access control to buildings and gates, CCTV, car park areas etc. • Undertake the responsibilities detailed in the School’s Fire Policy, including ensuring the necessary Fire Risk Assessments are carried out and resulting findings actioned. • Installation and maintenance of equipment for protection against, and escape from, fire. • Maintenance and efficiency of the plant for electricity supply, heating, domestic hot water, cooking water softening etc. Management of energy supply and other estates related contracts at competitive rates. • Upkeep of car parks, playing fields, gardens, all weather surfaces (including floodlights). • Maintenance of boundaries, footpaths, roads, rights of way. • Implementation and ongoing review of the School’s waste management programme. • Coordinate the facilities aspects of school events such as musical and theatre productions, Celebration Day and sports tournaments. • Support the commercial lettings of the School and its facilities in order to maximise revenue from these assets within the practical constraints of any planned maintenance, capital projects and staffing considerations.
Estates & Facilities
Health & Safety
• Supporting the formulation, monitoring and implementing the School’s Health & Safety policy to comply with the requirements of H&S legislation. • Support preparation for the School’s Health & Safety Committee. • Carry out risk assessments where appropriate and monitor all departments to ensure they are carrying out risk assessments, providing support and guidance where required. • Provide or support the required Health & Safety induction training to all new staff members. • Ensure the School’s readiness for inspection by external bodies including HSE & ISI. • Undertaking the role of Fire Officer and its associated responsibilities as detailed in the School’s Fire Policy. • Carry out works identified by the Health & Safety Committee on the termly site inspections in a timely manner. • Involvement in all aspects of staffing matters relating to the Estates and Facilities Department including appointment, training, performance management, appraisals and discipline. • Devise and implement appropriate training measures for all Estates and Facilities staff to ensure they are fully trained for their • In conjunction with the Bursar, prepare annual revenue and capital budgets for the Estates and Facilities department. • Control expenditure within agreed budgets and continue to monitor costs in all areas with a view to achieving economies where appropriate. • Carry out such administration as necessary for the running of the Estates and Facilities operations, including maintaining comprehensive records for the functions of the role. • Maintain accurate records, plans and drawings of the site and its buildings, including operations and maintenance manuals for plant and services infrastructure. • Provide reports to the Bursar and Governors as necessary, as well as attending meetings as required. • Providing support to the Bursar and Finance Team in ensuring that the appropriate level of insurance is in place for all estates and facilities related operations and that the School complies with any requirements from our insurers. • Responsible for the completion and associated record keeping of all relevant statutory matters relating to the School’s estate (including fire, gas checks, asbestos surveys, PAT testing checks, electrical installation checks, legionella, water systems, lifts etc). • Ensuring the School is compliant with the premises and Health & Safety element of Independent Schools Standards Regulations and other relevant Health & Safety legislation. current roles and receive suitable training and development for future posts. • Management of all external contractors including contractor staffing checks. • Budget holder for the largest non-teaching department in the School. • Follow the School’s financial procedures, including those set out in the Staff Handbook.
Staffing
Finance
Administration
Compliance
Communication Personal Development
• Communicate effectively with all staff, Governors, visitors, suppliers, pupils and their families as required.
• Continue own personal development and identify and undertake training such as may be required in technical, managerial, IT or administrative tasks in order to meet the current and future demands of the job.
On occasion, you may also be required to undertake such other comparable duties as the Headteacher or Bursar requires.
Person Specification Essential
Desirable These are extra qualities which can be used to choose between applicants who meet all of the essential critera • Qualification to degree level in estate management, building surveying or similar • First Aid qualification • Health & Safety qualification • Day-to-day management and leadership of a diverse team • Management and deployment of a team in a service-related business operating during building works • Formal appraisal of a team • Use of database management for property management/maintenance • Ability to negotiate and drive preferential terms from suppliers
These are qualities without which the applicant could not be appointed
Qualifications • A qualification related to Estate Management, Construction of Maintenance • Full driving licence
Experience
• Minimum of 5 years’ proven experience in Facilities Management and/or Construction and/or Estates-related environment • Proven experience in budgetary management and cost control; and delivery of projects to time and budget • Numerate and good level of IT literacy, particularly in the use of Excel • Strong oral and written communication skills • Ability to delegate effectively with a willingness to be ‘hands on’ if necessary • Ability to work to tight deadlines and to re-prioritise at short notice • Strong working knowledge of building facilities • Knowledge and understanding of Health & Safety legislation and the implementation of effective risk assessment in the work place • Knowledge and understanding of superior customer care • Flexibility - a willingness to work outside normal hours when necessary • Reliability • Willingness to reflect on personal practice • A good motivator and a “can do” attitude • High personal standards of appearance, behaviour and punctuality • Ability to form and maintain appropriate relationships and personal boundaries with children • The certainty of understanding and following the School’s safeguarding policies and procedures as described in the Employment Manual and Staff Handbook
Skills
Knowledge
• Knowledge and understanding of Health & Safety legislation and the implementation of effective risk assessment in a School • Knowledge and understanding of Grounds / Woodland Management • Understanding of the ISI compliance inspection regime
Personal competencies and qualities
Committed to safeguarding and promoting the welfare of children
The Management Recruitment Group has been retained as our exclusive advisor for this appointment and any third party or direct applications will be forwarded to them. For a confidential discussion and/or the full job description, please contact: Melanie Pye E: melanie.pye@mrgpeople.co.uk M: 07530 734 568 To apply, please send your CV along with a covering letter to Melanie Pye. Closing date for applications: Sunday 26th March 2023 Interview date: Tuesday 11th April 2023 The Downs School is committed to safeguarding and promoting the welfare of its pupils and expects all employees to share this commitment. All employees must be willing to undergo child protection training and screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service. Application Process
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