Estates and Facilities Manager

Royal Grammar School; High Wycombe; On-site; GBP 35,000 - 55,000; Full time

Job summary

An established educational institution is seeking a dedicated Estates Manager to lead the development and maintenance of its facilities. This role offers a unique opportunity to create an inspiring environment for teaching and learning while ensuring compliance with health and safety regulations. You will manage a diverse team, oversee budgets, and implement strategic improvements to the school estate. If you are passionate about facilities management and want to make a meaningful impact in an educational setting, this is the perfect opportunity for you to thrive and grow.

Qualifications

• Strong track record in estates and facilities management.
• Excellent leadership and budget management experience.

Responsibilities

• Oversee school property and ensure compliance with regulations.
• Manage maintenance teams and budgets effectively.

Skills

Estates Management

Budget Management

Leadership Skills

Health and Safety Compliance

Project Management

Interpersonal Communication

Problem-solving

Time Management

Education

Degree in Facilities Management or related field

Tools

Compliance Pod software

Job description

Job Purpose: To deliver, maintain and future proof a safe sustainable environment that will support inspirational and innovative teaching.

This is a unique opportunity to make a real impact by leading the development and maintenance of our school estate, ensuring a safe and sustainable environment for inspirational teaching and learning. This role is specifically responsible for the safe and efficient operation of all estates and facilities, including residential and boarding facilities on and off the site, external and internal lettings and events. Managing a team of in-house maintenance, grounds and lettings staff, together with outsourced contractors you will be responsible for the efficient day to day running of the estate; ensuring the buildings are clean, safe and compliant with legislation and best practices; and that all facilities are suitable for students, staff and visitors.

Key Responsibilities

Estates Management:

• Oversee and manage all aspects of the school’s property, including buildings, grounds, and infrastructure.

• Develop and implement an estates and lettings strategy to ensure efficient and effective use of school property, and major repairs and refurbishment.

• Responsible for the smooth day to day running of the buildings and grounds, prioritising day to day maintenance, repairs and refurbishment requests and activities (both reactive and planned).

• Deliver a reactive maintenance help desk, creating SLA’s, prioritising tasks, allocating them to the appropriate resource or contractor to complete using Compliance Pod software.

• Ensure the school buildings and grounds are safe, secure, and compliant with relevant regulations

• Manage budgets for estates-related expenditure.

• Procure and manage contracts for maintenance, repairs, and other services.

• Manage the school’s utilities, including energy, water and waste management.

• Designated key holder, responsible for ensuring the security of the school’s buildings and site and, when required, providing out of hours and emergency access to the school site.

• Support of internal operational requirements such as setting up of assemblies, sporting requirements, exams, parent and open evenings and any other required activities.

• Manage the asset register to allow for the required servicing, checks of M & E, equipment.

• Ensure that all compliant, mandatory and statutory checks such as LOLER, ladder inspections, PAT, EICR, FRA etc. are completed at the required intervals.

Project Management

• Manage capital projects, including new builds, refurbishments and alterations, providing project management support for all aspects of projects.

• Prepare options appraisals and make recommendations for building improvements or alterations.

Health and Safety

Responsible for the delivery of the Health and Safety Policy

• Act as the school's Health and Safety Lead, collaborating with the School's Compliance Support Officer on all matters related to health and safety.

• Identify and manage health and safety issues relating to the school environment.

• Ensure that buildings and external areas are maintained in accordance with health and safety regulations.

• Update and maintain the school’s Health and Safety Policy and procedures.

• Ensure fire and safety equipment and systems are functional, reviewed and maintained.

• Ensure appropriate Risk Assessments are in place, updated/reviewed as and when required.

• Ensure Health and Safety training is completed with 100% compliance supported by relevant fire evacuation, lockdown practices etc; and Annual FRA and Safety mark audits are carried out.

• Keep up to date with COSHH legislation and guidance (Control of Substances Hazardous to Health) and communicate any relevant updates as appropriate.

Team Management

• Lead and Manage the Estates, Grounds and Lettings teams.

• Seek out opportunities to develop the skill set of the Estates, Grounds and Lettings team.

• Ensure timely appraisals and 1-1’s carried out with direct reports, managing performance effectively.

• Support with the recruitment, induction and training of new team members.

Compliance

• Ensure compliance with all relevant statutory and regulatory requirements.

• Maintain accurate records of all estates-related activities.

• Ensure all premises compliance checks are completed as and when required.

Finance/Strategic

• Liaise with the Senior Team and other stakeholders.

• Prepare reports for Trustees, Governing Body and external bodies.

• Participate in professional development activities.

• Manage and monitor relevant budgets, ensuring good governance and budget control.

• Assist the Finance Director alongside other members of the senior team in the delivery of the Estates strategic plan, securing government grants to fund improvement projects.

Outsourcing/Third Parties

• Liaise with outsourced Catering and Cleaning contractors.

• Manage the timely renewal/tendering process for outsourced contracts.

• Ensure that services are monitored and managed effectively.

• Ensure the school receive good value for money, ensuring best prices secured

Environment

• Seek out opportunities and play a leading role in supporting the schools’ vision for sustainability.

Knowledge, Qualifications and Experience Required

• A strong track record of successful experience gained in estates and facilities management.

• Strong leadership and management skills - able to motivate, develop, and manage a team (both direct reports and contractors).

• Budget management experience.

• Excellent interpersonal and communication skills to deal with complex and sensitive negotiations with a wide variety of external and internal stakeholders.

• Focused on making sure the school meets the needs of the staff, students and other stakeholders.

• Able to identify the need for change or not, and to drive and identify the steps to achieve change.

• Able to work at pace and reprioritise at short notice where applicable.

• Calm and measured.

• Exceptional organisational and time management skills - able to prioritise tasks, manage multiple projects simultaneously, and meet deadlines.

• Problem-solving and decision-making skills - able to identify and analyse issues, develop effective solutions, and make sound judgment.

• Work well as part of a team or group.

• Demonstrates integrity and professionalism at all times, and shows respect for others and for individual differences.

• The desire to be part of a community that supports young people in their learning by ensuring the provision of a fit for purpose facility.

• The role may involve physical tasks such as lifting and climbing; accommodations can be made as needed

to support successful performance.

• Prepared to work flexibly during busy periods.