Head of Estates and Operations - Edinburgh, United Kingdom - Independent Schools'​ Bursars Association

Description

Head of Estates and Operations - Full-Time | Permanent

• 8.30am - 5pm, Monday to Friday.

• Flexibility is required to cover emergencies and on-call rota.

• 6 weeks plus 8 days annual leave entitlement.

Job Purpose

The Head of Estates and Operations reports directly to the Business Director and is responsible for:

• Estates master planning with the Business Director, and leadership of Capital projects;

• Leadership of all internal operations functions (cleaning, maintenance and grounds, transport, room booking and major events);

• Operational management of outsourced support providers;

• Management of Health and Safety and security across the campus;

• Support of sustainability programmes and initiatives;

• Supporting income generation through the commercialisation of school facilities;

• Securing best value and delivery through contract management (including maintenance, domestic, catering, waste).

Accountable to:

Business Director

Key Responsibilities

Management and Policy:

• Provide dynamic, creative and effective leadership of the Facilities team, ensuring excellent customer service levels are maintained and that the needs of the School are met;

• Line management of the Facilities Co-ordinator, Maintenance Technicians, Head Janitor and Head Groundskeeper;

• Advise and contribute to the development and implementation of the school's overall Estate Strategy and master plan, through work with the Business Director, Senior Leadership Team, the Head and the School's Council;

• Ensure completion of actions in the annual School Improvement Plan related to Estates and Operations;

• Ensure appropriate out of hours emergency cover is arranged, including being part of this rota;

• Provide input to the School risk register and ensure that department risks are identified and managed appropriately;

• Produce and update relevant policies, such as Major Incident, Transport, Allergies;

• Prepare papers/reports and present them to Council Property Committee;

• Attend operational SLT meetings as required.

Health and Safety:

• Ensure the School complies with all current Health and Safety legislation and best practice, and provide advice and guidance to the Head on Health and Safety matters;

• Keep up to date with legislation and best practice on Health and Safety and ensure the School is compliant;

• Keep policies and procedures updated, including the Health and Safety Policy, risk assessments, Crisis Management plan;

• Arrange and minute the termly Health & Safety Committee and provide reports as required;

• Ensure that regular inspections are carried out to identify unsafe premises, plant, equipment and machinery and that appropriate working conditions, practices and procedures are in place;

• Oversee fire safety requirements, i.e. regular testing and servicing of the fire alarm system, fire extinguishers and emergency lighting, fixed wire testing and PAT testing, and fire evacuation procedures and drills. Ensure that fire risk assessments are completed and that recommendations are implemented;

• Oversee the management of asbestos, including maintaining the asbestos register;

• Oversee legionella testing and risk management;

• Ensure that a contractor permit to work system is operated, including ensuring that all visitors to site are recorded and accompanied as appropriate during school hours.

School Building and Grounds:

• Develop and prioritise the Estate Asset Management Plan, informed by the Condition Survey and agreed budget, and present this to Council Property Committee;

• Prepare business cases and feasibility studies for capital projects;

• Work with the Facilities Co-ordinator to ensure that maintenance issues reported by staff are addressed on a timely basis, in an efficient and effective manner;

• Manage and monitor the maintenance and capital budgets, including procurement of suppliers in line with the Procurement Policy and ensuring expenditure is approved in line with Delegated Authority;

• Oversee cleaning, catering, maintenance and service contracts to ensure these are completed to specification, are on time and within budget;

• Monitor developments in and ensure compliance with all relevant statutory and regulatory requirements;

• Ensure that school buildings and grounds are kept safe, secure, clean and generally well presented, and manage issues relating to the site including e.g. parking and neighbour relations;

• Ensure that operating manuals, risk assessments, completion certificates, maintenance records and service drawings for all buildings are properly obtained and filed;

• Ensure on-site accommodation is inspected and maintained and that appropriate licence to occupy agreements are in place;

• Ensure that the School is adopting practices and implementing changes which contribute to achieving its net carbon zero target.

Capital Development:

• Contribute to setting site development priorities alongside SLT and Council;

• Work with SLT and third-party advisors to plan major development works, advising on matters of logistics, practicality, proposed programme and impact on the existing estate;

• Take the project management lead for the delivery of the estates projects and capital construction programme within agreed financial budgets and programme schedules. This includes drawing up specifications, obtaining planning permission, scrutiny of designs, feedback to design team, ensuring that projects meet the needs of the School and are completed on time and on budget;

• Select and appoint consultants and contractors in accordance with financial regulations and tendering policies;

• Provide advice and support to SLT and produce performance reports, risk registers and agreed KPIs;

• Oversee working groups to ensure that designs meet the requirements of users and other stakeholders;

• Oversee contractors to ensure site procedures are followed and ensure that all relevant Health & Safety legislation and Child Protection policies are followed in relation to works completed, and maintain the required compliance records;

• Ensure site logistics are in place to minimise disruption during construction;

• Manage the handover of projects, including commissioning, snagging and logistics of moves.

Events, Lettings and Room Bookings:

• Work closely with the members of SLT/marketing team co-ordinating the major school events, to ensure they run smoothly and professionally and that the school is well presented;

• Work with SLT to increase the surplus generated from commercial hire of the school facilities, including organisation of holiday camps;

• Assist SLT with managing commercial and community engagement hire agreements, ensuring these benefit the school and that appropriate documentation, risk assessments and policies are in place;

• Manage relationships with commercial and community partners;

• Ensure systems and procedures for management of the letting of School facilities to external parties are appropriate and up to date;

• Ensure systems and procedures to manage booking of school facilities and associated equipment, IT and catering by staff and pupils are appropriate and efficient, resolving any room booking issues as required;

• Work with other staff members as needed to ensure that appropriate practical arrangements, such as caretaking, parking, access and catering are in place;

• Work with key staff to ensure that school use of facilities is complemented by and does not clash with external lettings; and

• Co-ordinate invoicing for facilities hire with the Finance Department.

Safeguarding:

• Adhere to school policy on safeguarding and child protection training as required and ensure all work done by external contractors operates within the school's policies on safeguarding and child protection.

Transport:

• Overall responsibility for the strategic and operational delivery of the School transport service, including ensuring best value for money and review of routes;

• Ensure the Transport service is operated within the relevant legal frameworks and that the School is following best practice regarding driver training, records and policies;

• Work with the Facilities Co-ordinator to administer the operation of School transport, including managing day to day queries and requests from parents;

• Work with the Facilities team to ensure that minibuses are regularly inspected, well maintained and have current MOT certificates and insurance.

• Negotiate hire and lease agreements as required

General Requirements of the Role:

• Undertake all training courses and attend industry and networking events as necessary to carry out duties and undertake any other tasks, as directed by the Business Director, which are not included in the above but are consistent with the role.

• Be a visible presence and lead by example, contributing to a culture of continuous improvement and high achievement.

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Job Summary

22/05/2024

Location:

Edinburgh