RHS Bath - Facilities Manager

Facilities Manager Candidate Information Pack



The Estate




The Role


Person Specification


Application Process



During the Crimean War, the renowned philanthropist, Mr Alfred Douglas Hamilton, established the ‘Officers’ Widows and Orphans Fund’. The basis of this fund was to provide practical and religious education for the daughters of army officers who might otherwise be unable to afford it. Following a period of considerable funding, The Royal School was founded in 1840. Her Majesty, Queen Victoria was one of the original patrons of the school as were four other members of the Royal Family and the Archbishop of Canterbury. Vice-Patrons included the Duke of Cambridge, four Duchesses, a Bishop and the Viceroy of India. The school site was purchased in September 1863 and the doors opened to the first cohort of Royal School girls on 24th August 1865. Bath High School for Girls was founded in 1875 by the Girls’ Public Day School Company (now the Girls’ Day School Trust). The school was founded with the aim of providing top quality, affordable education to girls of all social classes. The creation of the school was supported by over 90 local individuals and firms who held a strong belief in promoting girls’ education. The first students to the school were welcomed on 21st September 1875, at its original premises at Portland Place in Lansdown. Over the next fifty years, the profile and size of the school grew to the extent that a new site was required, and in 1926 the school moved to Hope House. In 1998 The Royal High School Bath was established following the merger of Bath High School (day) and the Royal School (day and boarding). The Royal High School is now a leading independent day and boarding school providing an outstanding, contemporary education for girls aged 3-18 years old.

The Estate

The Preparatory and Senior School, are both situated on the northern side of Bath, enjoying commanding views of the city and with good access to the A46 and M4. The Senior School is located off Lansdown Road with the original Grade II listed building that was built in 1856-8 remaining central to all developments. Facilities at this site include:

• An Art School • A Sixth Form Café • A Fitness Suite and Sports Hall • A purpose built Sixth Form Centre

• A Sixth Form Boarding House • Two Performing Arts Theatres • The Hudson Centre for lectures and meetings • An outdoor swimming pool • Tennis / Netball Courts • A newly refurbished Astro Pitch • A Library • A Media Centre

In January 2014, the Prep School relocated to Cranwell House in Lower Weston (10 minutes by car between sites). The main house is a Grade II Victorian Mansion, which contains pupils in the Nursery through to Year 4. The Hope Building is a stunning new build that includes a multi-purpose hall, creative arts and dance studios and classrooms for pupils in Years 5 and 6.


• Competitive salary - £37,000.00 - £42,000.00 (dependent on qualifications and experience); • 50% fee remission for children attending a GDST School; • Generous DC Pension with Standard Life, with associated Life Assurance Schemes; • Interest free loans for training, computer purchase loans and travel season ticket loans; • Training grants for qualifications; • A Cycle to Work scheme; • Access to free BUPA Employee Assistance programme; • Access to extensive professional development opportunities through GDST; • Free lunches during term-time.

Facilities Manager The Girls’ Day School Trust


Facilities Manager

Accountable to

Director of Finance & Operations

Place of work Based at The Royal High School, Lansdown Road, Bath, BA1 5SZ or such other place to which the school may relocate, within reasonable travelling distance within the school’s catchment area. You will also be required to work at our Prep School site, as the role requires. Job purpose As the Facilities Manager to act as the subject matter expert within the school and to lead the facilities teams in order to help deliver the School’s strategy and objectives. This will be through the provision of efficient and effective site facilities services, in a safe, pleasant environment for staff, students and visitors that supports teaching and learning and is in accordance with all relevant regulations. Duties and responsibilities The following items are included in the professional duties that a Facilities Manager may be required to perform under the reasonable direction of the Director of Finance & Operations (DFO). Main Duties & Responsibilities 1. Leadership & Management • Lead the estates, housekeeping, grounds and transport teams, providing line management for the staff to ensure school operations are appropriately supported and staff workload and duty rotas are balanced and fair. • In liaison with the DFO, recruit, induct, develop, deploy, motivate and appraise facilities staff to sustain the GDST’s innovative and high performance culture and to equip the department with the appropriate mix of skills, qualifications, knowledge and experience.

• Regularly review own practice, set personal development targets and take responsibility for own continuous professional development. • Ensure that training needs within the facilities teams are identified, appropriately met, and that staff are active in their own personal and work-related development. 2. Budgets and Resources • Develop (in conjunction with the DFO) and then manage any delegated facilities/ maintenance budgets to deliver a costed and prioritised facility management plan for housekeeping, security, school transport, premises (preventative maintenance, reactive maintenance, improvement works) and life cycle requirements in order to support school priorities. • Control and report on expenditure/variances in line with school and GDST policy. Ensure financial processes are followed for contracts, outsourced services, works (quotes, purchase orders, invoicing, payment). • Oversee facilities procurement to ensure best value for money, with control and monitoring of stock levels. 3. Site Security • Manage an effective system for the opening and securing of the premises outside of school hours taking into account the boarding community, evening activities, lettings, Open Days etc. • Ensure all security systems are used, maintained and tested appropriately (complying with relevant legislation), including physical infrastructure, locks (key control, electronic access control, door codes), CCTV and security processes. • Ensure that there is an effective system for out-of-hours support to the school from the facilities team. • Act as a key holder.

4. Premises (Buildings & Grounds) & Equipment • Plan and manage a programme to ensure that premises and grounds are maintained to a high standard to support school operations and in accordance with agreed programmes of planned and central maintenance. Deliver an efficient system to identify, report, action and manage emergency repairs. Ensure necessary records for maintenance (routine testing and service visits) are held. • Schedule and manage works by external contractors to ensure work/repairs are completed to meet cost, time, standard requirements and are conducted in accordance with all relevant regulations and to an acceptable standard. Support work supervised by the GDST estate department. Maintain appropriate records of all works carried out. • Formulate, maintain and update all plans/drawings, servicing schedules, operating manuals, completion certificates and other data relating to the site, its estate and other equipment. • Ensure that all vehicles, plant and equipment (for which responsible) are operational and maintained in a safe working condition through a specified programme of regular inspection and planned maintenance. Maintain a computerised log of all vehicle, plant and equipment maintenance. • Oversee procurement and repair to furniture and equipment, advising department as required. • Monitor the provision of heating, lighting, water, drainage and other services, taking regular readings of all meters, and reacting promptly to failures or hazards. Advise on and monitor energy efficiency and seek all cost effective opportunities to improve RHS

environmental performance. 5. Capital and Small Projects

• Assist with the management of large capital and refurbishment projects managed by the GDST estate department and monitor progress against the project plan. Act as the key point of contact with site contract managers. • Assist with the planning (specifications, tender/quotations, contractor selection) and then project manage school controlled estate improvement projects in conjunction with the DFO and the School’s GDST Estate manager.

6. Housekeeping, Waste Management, Portering • Oversee the delivery of housekeeping and laundry services to ensure the school premises (including boarding and lettings) remain clean, hygienic and tidy. Liaise with departmental heads to ensure appropriate agreed standards are maintained. Oversee contracts associated with housekeeping services. • Monitor waste management/recycling contracts to ensure value for money and that the sites remain clean and tidy. Promote opportunities to ‘reduce, reuse, recycle’ in order to support the GDST and RHS environmental policies and performance. • Arrange for the porterage of goods, furniture, equipment and other items including errands on behalf of the school. 7. Transport, Vehicles • Oversee the procurement (with the DFO) and maintenance of the school minibus fleet in line with legislation and ensure all school drivers are trained/qualified in accordance with the GDST policy. • Liaise with admissions, transport contractors and partner schools over the provision and adjustment of our bus services and vehicle bookings. 8. Health & Safety • Ensure facilities operations and staff comply with appropriate H&S regulations and GDST guidance and policy. • Act as a Fire Officer, work with the DFO and the H&S Coordinator to plan, undertake and maintain records of fire practices and fire alarm tests including checks of fire exit routes and fire doors in accordance with statutory and school policy requirements. Ensure effective lettings by briefing clients on fire safety and evacuation. • Assist the DFO in monitoring the work of building and maintenance contractors on site, to ensure that it is in accordance with specifications, health and safety requirements, CDM regulations and pre-agreed constraints. • Support the SLT and DFO to manage critical incident or major damage such as fire or accident, and assist in the investigation and reporting of all serious accidents, incidents and “near misses”.

Safeguarding checks All appointments will be subject to two satisfactory references, a Disclosure check by the Disclosure and Barring Service, medical fitness for this role and evidence of identity and qualifications. All of the above checks must be completed before beginning work in the school. In the unlikely event of an unsatisfactory report being received following the issu- ing of a contract, the offer of appointment will be terminated without notice. General requirements All school staff are expected to: • Work towards and support the school vision and the current school objectives outlined in the School Development Plan • Contribute to the school’s programme of extra-curricular activities • Support and contribute to the school’s responsibility for safeguarding students • Work within the school’s health and safety policy to ensure a safe working environment for staff, students and visitors • Work within the GDST’s Diversity Policy to promote equality of opportunity for all students and staff, both current and prospective • Maintain high professional standards of attendance, punctuality, appearance, conduct and positive, courteous relations with students, parents and colleagues • Engage actively in the performance review process • Adhere to policies as set out in the GDST Council Regulations, Notes of Guidance and GDST circulars • Undertake any other reasonable duties required that are related to the job purpose from time to time.

Person Specification: Qualification and Experience

Criteria Skills

Highly effective leadership and management skills with the ability to problem-solve and prioritise and Ability to work effectively both in collaboration with other professionals/teams and also on own initiati Strong interpersonal skills, particularly the ability to relate to young people, parents, colleagues and e Excellent organisational and planning skills, time management, ability to prioritise and organise own deadlines Strong IT skills, sufficient to maintain records, and send and receive messages e.g. good working kno (or be prepared to train) Ability to undertake and write Risk Assessments Knowledge Knowledge of relevant health and safety requirements Knowledge of security and emergency procedures Understanding of child protection issues Knowledge of routine preventive maintenance Qualifications/ Attainment At least one of the following: relevant Degree, qualification in facilities management or qualified by e Member of the British Institute of Facilities Management At least two years’ experience in a similar role Up to date First Aid at Work Qualification

Essential/ Desirable

he confidence to make decisions

Essential Essential Essential


ternal agencies

orkload. Ability to manage the workload of others and able to work to


ledge of Microsoft office Excel, Word, Outlook email and CAFM systems



Essential Essential Essential Essential Essential Desirable Desirable Desirable


Person Specification: Qualification and Experience

Criteria Experience Substantial experience of premises management, preferably in an education context Experience of managing staff Experience of supervising contractors Attitudes/ Approach Honesty and integrity Professional and approachable attitude Willingness to learn new skills Self-motivated and proactive with a positive ‘can do’ approach to work Physically fit and active Reliable Well presented Flexible over working hours according to the needs of the school

This job description should be seen as enabling rather than restrictive and will be subject to regular rev

Essential/ Desirable

Essential Essential Essential Essential Essential Essential Essential Essential Essential Essential Essential


For a confidential conversation please contact our advisor Adam Spencer (adam.spencer@mrgpeople.co.uk) of The Management Recruitment Group on 020 8892 0115. All candidates will be expected to provide a covering letter (of no more than 2 pages) and a completed GDST application and reference form, which will be issued on request.

Applications should be sent to adam.spencer@mrgpeople.co.uk.

The closing date for applications is Sunday 18th August 2019.

Regal House 70 London Road Twickenham TW1 3QS +44 20 8 892 0115

52-54 Gracechurch Street London EC3V 0EH +44 20 3962 9900

111 Piccadilly Manchester M1 2HY +44 161 638 0936


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