Head of Estates and Facilities Candidate Information Pack
Welcome from Matthew Welcome to Ivy Learning Trust. We are a family of primary schools in Enfield and Hertfordshire, working together to give children a great education. As the leader of Ivy, I am privileged to work with an outstanding team of staff who are passionate about getting it right for the children in our Trust. I have seen how collaborative working can help schools to provide a better education for the children they serve. We formed Ivy in September 2017 with two schools, Brimsdown and Lavender, in order to formalise the already close working relationship between the two schools. We have been lucky enough to have the opportunity to grow our family to 15 schools. This has enabled us to create a broad and supportive culture, allowing close collaboration between experienced and passionate educators. As we have grown, we have benefited from the expertise and talents at each joining school. Although each school acts autonomously with regard to teaching and learning, many schools have shared successful techniques and innovations. If you would like to know more about us and how we work, please get in touch. Matthew Kleiner-Mann Leader of Ivy Learning Trust
“The trust has provided tailored support for leaders and staff. Staff feel valued and appreciate leaders’ support for their wellbeing and workload.” Ofsted, 2023 Larkspur Primary School
About Ivy Learning Trust Ivy Learning Trust is a family of 15 (soon to be 18) primary schools in Enfield and Hertfordshire, working together to provide a great education for children. We are a non-profit organisation and our purpose is to provide education for the public benefit. Our guiding principles are:
“It’s okay to make mistakes because they help me learn.” Pupil at Lavender Primary School
• We are one family of schools
• A good education is a birth right
• We want to make it easy to make a difference
• We believe local leaders know their
15 Schools
5,248 Pupils
832 Staff
Central Team Structure 2024/2025
EXECUTIVE TEAM
CEO Matthew Kleiner-Mann
Head of Data & Standards
EA to CEO Eve Beales
CEO Matthew Kleiner-Mann
Eleanor Painter
Governance / Op’s Admin Maria Tyrimos
Director of Education Clara Seery
Lead Practitioner Seda Toyer
COO Richard Crompton
Director of Governance Fran Lorente
Head of Estates and
Head of HR Sarah Donoghue
Director of Finance David Roome
Head of Operations Carys Trebble
Executive Headteachers
Head of IT Darren Tant
Headteachers
Facilities VACANT
Financial Controller Michelle Grinyer
Payroll and Compliance Officer Ellie Vanezis
Heads of School / Headteachers
IT Technician Samuel Dunning
Facilities Manager VACANT
IT Technician Daryl Gordon
Finance Manager Kris Klitou
Finance Officer Diana Sierra
IT Technician Sean Kennedy
Finance Officer Sarah Gemmill
Finance Officer Caroline Odukoya Finance Officer Lorna McLaren
IT Technician Jen Owen
Central Team Structure 2024/2025
A vacancy has arisen for a Head of Estates and Facilities to work in our growing Central Team and reporting to the Chief Operating Officer. The team supports our schools with finance, IT, governance, estates, H&S, procurement and HR. The trust has grown from 2 schools in September 2017 to 15 schools today, with 3 more schools planning to join during the coming months, and has ambitious plans for additional growth in the future. In line with one of Ivy’s core principles - making it easy to make a difference - the successful applicant will join an experienced, dedicated and supportive team which, by taking responsibility for strategic and operational matters, allows school leaders to focus on offering the very best education to all our children. At Ivy Learning Trust, we are committed to providing exceptional educational opportunities for our students. Our schools are dedicated to creating enriching and engaging learning experiences, and we believe that our staff play a crucial role in making this a reality. We foster positive and inclusive work environments that recognise excellence, encourage creativity, and support ongoing professional growth. This exciting new post plays a significant role in ensuring that our children have access to the best provision and opportunities. We are seeking a highly motivated and experienced individual who shares our ambition and understands the importance of the learning environment in achieving exceptional educational outcomes. About this Role
The Head of Estates and Facilities will lead the strategic estate and facilities management across Ivy Learning Trust, including providing advice and guidance to the central executive team and Headteachers.
The successful candidate will be responsible for: • The safe and efficient management and operation of all Trust estates and to drive the improvement of all aspects of service and compliance. • Managing the estate of all Trust schools, including, health and safety, upkeep, care, maintenance, and property management in line with statutory and regulatory requirements • Leading the acquisition of new facilities and vice versa, disposal projects. • Leading the refurbishment, expansion and other building advancements in terms of bidding, developing, procuring and implementing building projects. • Overseeing the management of all estates and facilities contracts. • Line management responsibility for the Estates Manager. • Being the budget-holder for revenue premises budgets and capital budgets.
• Forming effective links with the ESFA including preparation and submission of statutory reports. We provide our schools with the support they need so that they can thrive independently while also benefiting from group strength, economies of scale and the sense of community that comes from being part of a supportive family. This is your opportunity to join a Multi Academy Trust that makes it easy for you to make a difference. About Ivy Learning Trust Ivy Learning Trust is a family of 15 (soon to be 18) primary schools in Enfield and Hertfordshire, working together to provide a great education for children. We are a non-profit organisation and our purpose is to provide education for the public benefit.
Job Description Post: Head of Estates and Facilities Salary Range: £70,000 - £75,000 per annum (plus excellent benefits) Reporting to: Chief Operating Officer
Main duties and responsibilities:
are undertaken and that information is held and reviewed centrally. • Oversee planned and reactive maintenance schedules and advise on the use of internal and external resources. • Lead on the Trust’s Business Continuity Plan; liaising with the Executive Team and Headteachers when creating and reviewing processes and procedures. • Support development plans for every school to provide a safe, clean environment that is suitable for learning - preparing bids to address key building priorities as required. CAPITAL PROGRAMME MANAGEMENT • Lead the delivery of the Trust’s Capital Programme. • Take responsibility for the end-to-end service delivery; often with respect to large or complex build projects, and ensure that all legal contractual and regulatory requirements are fulfilled, risks and mitigations are identified and stakeholders are kept informed. • Lead on obtaining all necessary statutory approvals in a timely
manner including, but not limited to: ESFA, landlord, planning, building regulation and other external bodies. • Use professional knowledge, experience and network to identify innovative proposals for efficient and effective asset management and use of the Trust’s assets. TEAM MANAGEMENT AND SUPPORT • Line manage the Estates Manager and provide technical oversight to the Trust site teams. • Support Site Managers on all their particular responsibilities including property maintenance, compliance, grounds maintenance, local projects, procurement and contract management • Meet regularly with Headteachers to address condition, audit or project matters. HEALTH, SAFETY AND REGULATORY COMPLIANCE • Review the Trust H&S procedures relating to the built environment/ facilities management and lead the implementation of these practices. • Manage Fire Risk Assessments in a
timely manner, implementing and reporting any remedial actions. • Ensure compliance with all planning and building control requirements: H&S, CDM and Environmental regulations etc. • Investigate and appropriately report accident and near miss incidents • Work with Headteachers to develop access management plans and PEEPs for people with disabilities. SITE SECURITY AND SAFEGUARDING • Implement measures to ensure the security of sites and the prevention of theft or damage. • Work with Headteachers and Site Managers to establish guidelines and procedures to protect students and staff from unauthorised access by intruders or trespassers. ENERGY MANAGEMENT • Implement energy management arrangements across the estate to reduce energy consumption and increase staff awareness of the importance of the Government’s Net Zero mission.
STRATEGIC LEADERSHIP • Provide strategic leadership across Estates and Capital Development. • Produce a robust and credible five- year Estates strategic plan. • Actively contribute to the Trust’s wider strategic planning. CONTRACT MANAGEMENT • Audit contract performance; ensuring adherence to KPIs and contractual terms. • Procure and strategically manage centrally held contracts for all facilities management services. • Liaise effectively with contractors and ensure contractor management is in line with the Trust’s Health and Safety protocols and Safeguarding Policy.
ESTATES MANAGEMENT • Keep abreast of the national DfE agenda in terms of Estate Management and operations.
• Develop a robust Asset Management Plan and lead on its implementation; ensuring asset and condition surveys
• Procure and manage all energy and water contracts across the Trust. BUDGETS AND REPORTING • Work with the Director of Finance and COO to forecast expenditure, and monitor the premises related budgets. • Contribute to Board and Committee meetings as required. • Review and develop existing and new policies in line with statutory requirements. PROPERTY MANAGEMENT • Manage all property related issues including those relating to: leases, licences, occupation changes, disposals, overseeing business rates payments and acquisitions. • Manage the Trust insurance policies including claims and the procurement of new policies. • Maximise income from the Trust’s assets by driving lettings activity.
• Support and attend events as directed by the Executive Team. • Ensure that all Trust and school policies are adhered to by self and team members. • Work with the Audit and Risk Committee to inform and review the Trust Risk Register for estates aspects. • Contribute to the wider work of the Chief Operating Officers portfolio of responsibilities. All Ivy Learning Trust staff will: • Promote equality of opportunity. • Follow safeguarding guidelines and child protection policy/procedures. • Keep their own performance under review, contributing to monitoring, evaluation and review and participate in performance management/ appraisal. • Promote positive attitudes and behaviour. • Be committed to achieving the Trust values. • Promote the Trust in the community.
• Work in partnership with all colleagues including the Trust Board/ LGBs. • Follow the Code of Conduct for Employees at all times. • Have regard for and act in accordance with Health and Safety policy/practice. • Celebrate success of pupils and staff. All schools and services in the Trust are committed to safeguarding and promoting the welfare of children and young people. Therefore, all workers and employees within the Trust are expected to share this commitment. The post holder shall ensure that the duties of the post are undertaken with due regard to the Trust’s policies and to their personal responsibilities under the provision of the Health and Safety at Work Act 1974 and all other relevant subordinate legislation. The job description should not be viewed as a comprehensive description of the post and is not a contract of employment, nor any part of it. Whilst
every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. Employees will be expected: • To comply with any reasonable request from those in a position of responsibility to undertake work of a similar level that is not specified in this job description. • To work with and alongside other staff to ensure that the Trust provides the best possible outcomes for all children. • To provide emergency back-up cover in the event of staff absence. Notes: This job description has been prepared only for the purpose of school organisation and may change either as a contract changes or as the organisation of Ivy is changed. The post-holder may be required to work in any of the offices/ schools/ nurseries within Ivy, as directed by the Executive Team.
GENERAL/OTHER
Person Specification
Aspect
Qualifications and Training
Essential • Experience of estate planning including estate strategy development, option appraisal, condition assessment and maintenance prioritisation. • Significant and substantive experience of under taking a similar role preferably in an education setting • Practical knowledge, understanding and application of relevant Health and Safety legislation. • Expertise and understanding of building systems, legislation and service requirements across a diverse portfolio. • Experience of managing disposal and acquisitions. • Significant experience of leading and developing capital strategies. • Experience of formulating • Contract Management experience. • Budget management experience. • Experience of managing a team. Setting and monitoring performance objectives • Experience of working at pace in a multi-site environment. and procuring planned and preventative maintenance activities. Desirable • Experience of working with the ESFA. • Experience of working in schools or education settings. • Experience of working in the PFI arena, especially in the education sector • Experience of managing
Essential • Professional status RICS or CIOB or RIBA or BIFM / IWFM membership. • Health and Safety qualification such as IOSH Managing Safely or NEBOSH General Certificate in Health and Safety. • English and Maths GCSE grade C or above (or equivalent). • Full, clean driving licence.
Desirable • Qualifications; relevant degree
Knowledge and Skills
Essential • Knowledge of Health & Safety legislation relating to the post. • Excellent technical knowledge of all areas covered by the post. • Well-developed planning, organisational and budget management skills. • Ability to communicate effectively (verbally and written) and appropriately with senior managers, other staff, external contacts and agencies. • Ability to build good relationships, persuading and negotiating to influence positively. • Ability to delegate and hold others to account. • Personal Characteristics Desirable • Ability to work under pressure and remain calm in difficult situations. • Ability to self-deliver and work within teams to motivate, enthuse and inspire colleagues . • Available to respond to out of hours emergency situations
procurement procedures and tendering in the public sector.
Application process For a confidential discussion please contact Rob Cullum of The Management Recruitment Group.
Rob Cullum 07973 193 785 rob.cullum@mrgglobal.com
The closing date for applications is Sunday 8th September 2024 at 11:59pm Feedback on all applications will be given following the closing date. Applications should consist of an up-to- date CV with a supporting statement/ cover letter outlining your motivations and suitability for applying to this role. Ivy Learning Trust is committed to safeguarding the wellbeing of our pupils and young people. The successful candidate will be subject to an enhanced DBS and online social media check. Further information about the disclosure can be found by clicking here.
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