Assistant Facilities Manager

Role: Assistant Facilities Manager
Branch: All school sites - Arabian Ranches/Jumeirah
Working hours: 7:15 am to 3.30 pm Monday to Thursday | 7:15 am to 12:15 pm Friday
Holiday Entitlement: 45 Calendar Days
Reporting to: Facilities Manager & Head of Finance and Operations
Job Scope:
The role of Assistant Facilities Manager is to assist in the management of facilities, works and projects across the Jumeirah and Arabian Ranches campuses. He/She should always conduct themselves in an appropriate professional manner to support and foster the aims and Core Values of JESS.
Safeguarding Statement:
Safeguarding is everybody's responsibility. All staff working at JESS will have some contact with children and young people and will therefore be in a position of trust. Staff with teaching duties will be responsible for the students that they teach and may also have additional specific pastoral or other responsibilities for other students they do not teach. In addition, all staff will regularly interact with students who may seek assistance or otherwise interact with them whilst moving around the school. In all cases, staff have the responsibility for promoting and safeguarding the welfare of the students and must adhere to and always ensure compliance with the school’s Safeguarding and Child Protection Policy and procedures to include whistleblowing and ensure all concerns are immediately passed on to the school’s Designated Safeguarding Officer(s) (DSO).
Main Tasks and Duties:
This is not an exhaustive list of duties/responsibilities that the Facilities Assistant Manager will carry out but is illustrative of the general nature and level of responsibility of the role. The postholder may be required to do other duties appropriate to the level of the role, as directed by the Department Head. The responsibilities outlined may be modified by the Department Head, upon mutual agreement, to reflect or anticipate changes in the role:

1. Co-ordinate the repair and maintenance of school facilities, both during term time and over school holidays for major and minor projects and operations.
2. Co-ordinate all building maintenance issues ensuring that safety and security systems are in place and maintained, according to the Preventative Maintenance Schedule and that the water, sanitation, and electrical systems are safe and meet relevant Ministry Regulations.
3. Assess the current condition of electrical, air conditioning, plumbing and other essential facilities and equipment, ensuring regular maintenance and service schedules are followed. Liaise with procurement team to consolidate all annual maintenance contracts and maintain the expected quality from all suppliers.
4. Co-ordinate and supervise the allocation of work and formulation of work schedules of ancillary employees and sub-contractor personnel to always ensure adequate cover.
5. To project manage small projects to include school improvement projects and rectification works.
6. Implement, monitor, and audit any inventory of purchases and use of spares and consumables on the facilities site i.e. MEP spares & sanitary consumables.
7. Order stock as required.
8. Be on call for staff and campus emergencies with the expectation of attending to site issues if on-site staff are unable to manage the situation.
9. Check and follow up on all issues outlined in the daily security report, including outside user complaints.
10. Receive all repair and maintenance requests from staff relating to the school building and campus facilities in general.
11. Prioritise and coordinate work schedules to a high level of efficiency and customer satisfaction.
12. Monitor and manage the school CAFM system and issue reporting, to ensure action is taken and issues resolved within agreed service timelines.
13. Recommend changes to Facilities Management systems as required to ensure smooth and efficient operations.
14. Support the school Facilities Manager with budget preparation and preparing costed plans for repairs.
15. Advise disposal / condemnation of old / unused assets in a timely manner and in line with the assets disposal policy.
16. Assist and co-ordinate with the school Facilities Manager to ensure that health, safety and hygiene mechanisms are effective to provide a safe environment for students. Conduct routine OH&S audits.
17. Identify and correct unsafe work procedures or conditions and/or report them to the school Facilities Manager.
18. Implement all emergency programmes, including fire and Lockdown drills. Ensure school policy is followed, and drill reports are accurate. Ensure all fire and alarm equipment is maintained and in working order. Participate fully in inspections and drills, ensure compliance with codes and regulations.
19. Ensure that all security staff and site caretakers have a full understanding of the Fire System and provide in-house training as required.

1. To undertake other specific duties which may, from time to time, be reasonably requested by the department Head, Head of Finance & Operations and the Executive team.
2. To comply with the Staff Code of Conduct, Ministry of Education Code of Conduct and school policies.
3. To participate in any arrangements that may be made for appraisal and performance reviews.
4. To attend department, or whole school meetings, induction, professional training days/workshops, and other school events, as required.
5. To initiate effort and energy beyond the typical workday, where the tasks require additional commitment.

1. Relevant qualifications or training to bachelor’s degree level.
2. Significant experience working in a relevant discipline i.e. caretaking / site supervision/management management experience in a school or similar environment.
3. Good numeracy and literacy skills with an ability to keep accurate records.
4. Experience and effective use of IT systems - Microsoft 365, CAFM systems.
5. Excellent organisational skills to be able to plan and deliver programmes of maintenance.
6. Ability to relate well to children and adults within a school environment.
7. An ability to undertake all the physical aspects of the job.
8. Tact and diplomacy in all interpersonal relationships with the public and colleagues at work.
9. Self-motivation and personal drive to complete tasks to required timescales and quality standards.
10. The flexibility to adapt to changing workload demands and new organisational challenges.
11. Personal commitment to ensure services are equally accessible and appropriate to the diverse needs of service users.