Facilities Manager

Recruitment South East; Playden; On-site; GBP 35,000 - 50,000; Full time

Job summary

This Facilities Manager role is responsible for the safe, compliant and efficient operation of the school’s estate, including premises, grounds, transport and security. You will lead the Estates team, ensure health and safety compliance, manage contracts and budgets, and provide support for events and ongoing maintenance.

Flexibility to cover emergencies and on-call duties is required. The role reports to the Bursar and, through them, the Headmaster, with duties spanning policy implementation,

Responsibilities

• Lead the Estates team to deliver responsive, high-quality service.
• Deliver the Estates and Operations actions in the School Development Plan.
• Maintain Health & Safety policies and report to the Health and Safety Committee.
• Arrange out-of-hours emergency cover and participate in the on-call rota.
• Oversee building maintenance, contracts and capital projects.
• Manage security systems, access control and on-site alarms.
• Support major school events with risk assessments and logistics.
• Keep minibus fleet, driver training and occasional driving as needed.

Job description

Facilities Manager

Responsible to: Bursar and, through them, the Headmaster

Responsible for:

• To ensure that our premises are well managed and maintained providing excellent facilities for the school, community and commercial use with a safe and welcoming environment for all.
• Reporting to the Bursar, the postholder is accountable for the condition and presentation of the estate, for health, safety and statutory compliance, for facilities, grounds and transport services, and for securing value through well-managed contracts.

Hours of work/location: 7.00am - 4.00pm, Monday to Friday, with flexibility required to cover emergencies and the on-call rota

Leadership & Planning:

• Lead the Estates team to deliver responsive, high-quality service, setting clear standards and priorities.
• Deliver the Estates and Operations actions in the School Development Plan and contribute to the School risk register.
• Maintain key operational policies (e.g. Health and Safety, Fire, Critical Incident, Transport, Allergies) and report to the Health and Safety Committee and operational SLT as required.
• Arrange out-of-hours emergency cover and alarm response, including participating in the on-call rota.

Health, Safety & Compliance:

• Work with the School's external Health & Safety advisors to keep the College compliant with current legislation and best practice, implementing recommendations and advising the Headmaster and governing body.
• To be the school's designated Fire Officer and Competent Person.
• To promote a positive and effective culture of health and safety across the school.
• Own the statutory compliance programme — fire safety, asbestos, legionella and water, electrical (fixed-wire and PAT) and emergency lighting — ensuring testing, servicing, risk assessments and resulting actions are completed and recorded.
• Implement, manage and review Health & Safety policies, risk assessments and the Crisis Management plan, and actively participate in the termly Health & Safety Committee, addressing any concerns raised.

People management:

• Line manage Head of Housekeeping to oversee cleaning.
• Line manage Head Gardner and Grounds team to oversee management of the historic garden, estate boundaries, trees including arboretum, sports pitches and Park land.
• Carry out staff appraisals, inductions, organise training and any other staff-related matters as part of managing a team.

Buildings, Grounds & Projects:

• Act as first responder for site emergencies. Finding safe, cost effective and long term solutions to complex structural or mechanical issues.
• Delivery of annual planned and reactive maintenance for the school.
• Ensure the utilities suppliers are operated efficiently, upgraded where necessary and maintained effectively.
• Manage waste contracts and protocols. Supporting the school community to dispose of waste effectively and in line with recycling guidance.
• Formulate, manage and review relevant budgets and authorise invoices as required.
• Undertake minor repairs and building tasks to a high standard when necessary.
• Manage maintenance and service contracts to specification, time and budget, and deliver minor works and capital projects.
• Follow procurement policies regarding purchases and agreeing contractor quotes.
• Maintain contractor records of Inductions, signed Code of Conduct, RAMS, Insurance certificates, permits to work and ensure safeguarding procedures are always adhered to.
• Maintain building records, operating manuals and certificates, and oversee on-site accommodation, including licence-to-occupy agreements.

Security:

• Working with DSL and SLT to ensure site security meets safeguarding compliance.
• Maintain security systems including door entry, intruder alarm, CCTV, gates and fencing across the site.
• Oversee the coordination of the security of the site, unlocking/locking, setting alarms and out of hours cover.
• Maintain key cabinet and provide replacement locks/keys as required.
• Provide support to staff living on site including induction of intruder alarms, provision of keys and emergency out of hours support.
• Protect the assets that the school owns by managing an asset register.

School events and commercial lettings:

• Support major school events alongside SLT and the marketing team, ensuring the School runs smoothly and is well presented with appropriate documentation and risk assessments in place.
• Provide support with car parking and organising facilities for events such as Sports Day, Prive Giving, Open Days and Firework night.
• Maintain relationships with commercial and community partners.

Transport:

• Keep the minibus fleet maintained, inspected, MOT'd and insured, and licensed.
• Organise driver training as and when required.
• Occasional minibus driving may be required.

Safeguarding and general:

• Adhere to the School's safeguarding and child protection policies, and ensure contractors work within them.
• Undertake relevant training and attend industry and networking events; lead by example and take on other reasonable duties consistent with the role, as directed by the Bursar.

General responsibilities:

• To keep up to date with, comply with, and fully implement, School, ISI and OFSTED policies, framework and procedures.
• Model high standards of professional behaviour at all times.
• To play an active part on promoting the school ethos, mission, vision, and values.
• Flexibility in order to fully support the operational and strategic needs of the school.
• To undertake any other reasonable duties as requested by the Headmaster or Bursar.