Sherborne - Estates Bursar

ESTATES BURSAR CANDIDATE PACK

Sherborne School is a boys’ independent boarding school situated in the shadow of Sherborne Abbey. Founded by Royal Charter in 1550, the school has roots going back to the origins of the See of Sherborne in 705. There are eight boarding houses containing a total of about 600 boys (aged 13-18). Sherborne International was set up by Sherborne School as a separate facility to enable overseas boys and girls aged 11 to 17 to be prepared linguistically, culturally and educationally before joining independent British Schools. The two schools are part of a charitable company limited by guarantee which has an income of £29million and includes the Sherborne School Foundation and three other trading subsidiaries all of which are based at Sherborne. The Sherborne School Group is blessed with one of the world’s finest and most historic school estates. With this comes a responsibility to preserve its built heritage and to maintain high levels of functionality and aesthetics. Consisting of over 100 buildings, many of which are listed, the estate includes teaching, residential and administrative accommodation dispersed throughout the town of Sherborne as well as extensive fields, grounds, gardens, sports and performing arts facilities.

CAPITAL DEVELOPMENT PROGRAMME

We have an ambitious five year programme with the first major project being the £7.85M development of a new boarding house for Sherborne School. The scheme consists of a partial demolition and complete refurbishment of the existing Westcott House together with a 28 bed new build. Planning consent was granted in November 2019, work will start on site in July 2020 with completion due in summer 2021 and the house opening in September 2021. This will increase capacity by 50 and allow the School to grow to 650 boys. The Westcott project will be followed immediately by the redevelopment of the Sports Centre. The £13.1M project in the heart of the Sherborne School site will include a new second sports hall, four squash courts, two studios, a gym, sports performance area, new changing rooms and three new classrooms. The existing swimming pool and sports hall will also be refurbished. The project will take place in three phases over two and a half years to enable the continued use of indoor sports facilities throughout the build. Planning consent was granted in November 2019 and enabling works will begin in spring 2020. At the same time as these major projects, the refurbishment programe of the existing boarding houses at both schools will continue with two houses being refurbished each year. In addition, there are longer term plans for the further development of the theatre, science and technology facilities, Dining Hall and Music School.

JOB DESCRIPTION

Job Title Estates Bursar Location Estates Office, Sherborne School Reporting to The Bursar Core Purpose

The Estates Bursar is responsible for the development, management and maintenance of the Sherborne School Group’s estate to ensure that it provides a physical environment commensurate with the Group’s strategic objectives safely, efficiently and effectively. He/she is responsible for the provision of the centrally managed Services (Domestic and Portering) and for leading and managing the Estates and Services staff (circa 100) and the associated budgets. The Estates Bursar is the Group Fire Safety Officer.

The Estates Bursar will work with the Bursar to deliver a £22M capital development programme in the next three to four years.

Post-holder’s Responsibility You share with all School staff the responsibility to promote and safeguard the welfare of children and young people for whom you are responsible, or with whom you come into contact. In doing so, you are expected at all times to adhere to and ensure compliance with the School’s Safeguarding Policy Statement. If you become aware of any actual or potential risks to the safety or welfare of children in the School, you must report any concerns to the School’s Designated Safeguarding Lead (Child Protection Officer). Key Relationships The Estates Bursar will be responsible for leading, managing and motivating the Estates and Services Department. A key member of the Bursar’s management team, he/she will facilitate the delivery of Sherborne’s Strategic Plan and to achieve this, will need to build and maintain strong working relationships with multiple key stakeholders across the Sherborne community and beyond. These include the Headmaster and Chief Executive, other members of the Group Executive, Governors, the two Schools’ Senior Leadership Teams and Housemasters.

Hours of Work 40 hours per week (normally 8.00am to 4.30pm Monday to Friday) less 30 mins for lunch, but flexibility in hours will be required on occasion to meet the demands of the post. The Estates Bursar will be required to receive out of hours emergency calls on a rota basis, this will involve assessing the urgency of the emergency call and, where appropriate, contacting the on-call tradesperson to attend (out of hours; 4.30pm to 11.00pm and 6.30am until 8.30am, including weekends). Salary Up to £75,000 per annum depending on skills, qualifications and experience. Salary paid monthly in arrears direct into nominated bank account. Holidays 5 weeks holiday per year plus Bank Holidays. Attendance will be required on Bank Holidays that fall during term time, for which time off in lieu will be given. Holiday only to be taken following prior authorisation from the Bursar, taking account of the Schools’ busy periods. Pension The post-holder will be able to join the Sherborne School Support Staff Pension Scheme on the first day of the month after completion of two months service. Where eligible the post-holder will be auto-enrolled into the Pension Scheme as per current legislation; further details may be obtained from the Head of HR (Bursary). Sports Centre Membership Reduced membership of the Sherborne School Sports Centre (including swimming pool, gym and classes) is available for all employees.

MAIN RESPONSIBILITIES

Strategic Leadership

Maintenance

Developing, communicating and effectively implementing medium and long term strategic plans for the Charity’s estate in consultation with the Estates Department, the Group Executive and the Schools’ senior management and incorporating the Schools’ brand image and corporate identity into all refurbishment, redecoration and new builds. Team Leadership Leading and motivating Estates and Services staff; managing staff performance; developing effective and efficient working practices whilst maintaining high levels of productivity, quality and morale; developing leadership and technical skills in the Estates and Services staff; identifying future talent and ensuring effective succession planning. Project Management Ensuring that all capital, refurbishment and maintenance projects are delivered on time to a high quality and within budget; ensuing that all projects are well designed in accordance with CDM Regulations 2015 and accurately costed, internal clients consulted, planning consents obtained, competitively tendered and future costs minimised. Designing standardisation into projects to ensure procurement efficiency and reduced costs in the future.

The development and implementation of five year and annual planned and reactive maintenance programmes including preparing specifications, determining the method of and managing delivery (in house or contract), selecting, appointing and managing competent contractors. Designing standardisation into maintenance programmes to improve procurement efficiency and reduce costs in the future. Procurement, Cost and Budget Management Ensuring delivery of that Estates and Services projects and operations within budget and the procurement of energy, domestic equipment and consumables, furniture and soft furnishings for both academic and domestic use. Forecasting and man- aging costs. Working in accordance with the Group’s financial policies and procedures and providing timely information to the Finance team. Property Management Ensuring that all leases, licences, way-leaves and easements are properly drawn up and rents collected; managing highways, insurance, business rates and council tax issues; advising the Group Executive of property acquisition opportunities and negotiating purchases under advice; protecting the estate’s boundaries and against accrued rights of access.

Environmental Management Developing and promoting an environmental strategy in consultation with the Group Executive; identifying and implementing initiatives which reduce energy consumption and carbon footprint (including behaviour and communication); managing waste to maximise recycling. Compliance Ensuring that the Group is compliant at all times with all relevant legislation, regulations and statutory testing and that all members of the Estates and Services Departments are appropriately certified and qualified through a timely programme of training and technical updates. Customer Services Inculcating the highest standards of customer service among Estates and Services staff; setting, measuring and delivering high levels of customer service; liaising and consulting with internal clients on standards and projects; ensuring an efficient call-out service for out of hours repair and emergencies and improving the quality, functionality and appearance of grounds and buildings in keeping with the Schools’ strategy and brand identity. Keeping abreast of changes within the Schools ensuring that the estate and Services adapt and develop to meet needs.

Local Community

Encouraging positive relations with the Schools’ neighbours, local authorities and wider local community. Delegated Authority

The Estates Bursar has delegated authority:

a . For the delivery of the annual planned programme of work as delegated by the Bursar. b . For the purchase of equipment, goods or services for reactive maintenance up to £5,000 including VAT. In the event that the Estates Bursar is unable to resolve disagreement over the value or appropriateness of work within his financial powers, he/she is to seek the advice of the Bursar.

This job description is not meant to be exhaustive, and you will be required to provide wide support as a member of the Bursar’s management team.

PERSON SPECIFICATION

Essential

Desirable

Qualifications

• Professional qualification within the building/ property industry

• IT qualification in MS Office applications

• Health and Safety qualification

• Degree qualified

• Maths and English to GCSE or equivalent

• NEBOSH National Certificate in Construction Health & Safety

• CAD

• Facilities Management Software

• Project Management (e.g. PRINCE, AMP)

• Demonstrable previous leadership and managerial experience in a similar role

• Job allocation systems

Experience

• Facilities Management

• Project management

• Appointment and management of contractors and property professionals

• Proficiency in the development of staff

•Developing long term maintenance programmes

•Preparation, control and delivery of budgets

Essential

Desirable

Skills

• Proficiency of all MS Office applications

• Excellent communicator in both oral and written formats

• Excellent negotiating skills

• Strong social skills

• Accuracy and attention to detail

• Effective organisational skills

• Effective time management

• Good liaison skills

• Ability to effectively prioritise

Knowledge

• Of independent schools or other similar institution

• Financial awareness

• Building Industry

• Personnel/HR functions

• Planning and listed buildings

• Grounds and gardens

• Property & construction law

• Energy Conservation

• Health & Safety

•Fire Safety

• Building Contracts

Essential

Desirable

Personal Competencies and Qualities

• Excellent communication and people management skills

• Proven leadership qualities, energy, drive and determination

• Effectiveness at building strong working relationships

• Excellent interpersonal and organisational skills

• Approachable and confident in dealing with a wide variety of people

• Tact and discretion

• Good humoured and patient

• A firm yet flexible approach with a capacity for hard work and sustained effort

• Strategic thinker; the Estates Bursar must be able to translate strategy into practical realism, be empathetic towards the ethos and principles of both schools and understand the needs and challenges facing independent education

• Committed to own professional development

Training

To be completed by

Frequency of training

Child Protection and Prevent Training First Aid at Work Training (as required) Asbestos Training Group Fire Safety Officer Manual Handling Display Screen Equipment (DSE) User Induction Training with Line Manager ECDL & iSAMS Training

Before employment commences

Every year