Operations Manager

The Balcarras Trust; Leckhampton; Remote; GBP 42,000 - 48,000; Full time

Job summary

The Balcarras Trust seeks an Operations Manager for The High School Leckhampton. The role covers non-curricular management, health & safety, facilities, purchasing and ICT, reporting to the Headteacher and CFO within the Trust.

This is a full-time, 37-hour per week post, with a probationary period of 6 months and permanent status. Based in Leckhampton, the Operations Manager will lead the Site Team, ensure value for money, uphold safeguarding standards and drive the school’s development in

Qualifications

• Lead by example to inspire and motivate staff
• Promote welfare of children and safeguarding
• Maintain high professional conduct and relationships with staff

Responsibilities

• Support the Headteacher and Trust to deliver the School Development Plan and manage non-curriculum operations.
• Oversee premises, facilities, health & safety, cleaning, purchasing and ICT as part of school operations.
• Coordinate HR, recruitment and line management of support staff.
• Ensure compliance with policy, safeguarding and data protection throughout the school.

Job description

SALARY GRADE:

Range – NJC Grade 8, PT 26-30

CONTRACT TERM:

37 hours per week (full-time, all year round) Permanent – subject to a probationary period of 6 months

RESPONSIBLE TO:

The Headteacher, The High School Leckhampton (Part of The Balcarras Trust)

GENERAL PROFESSIONAL QUALITIES

The Operations Manager is expected to:

• lead by example to inspire and motivate staff
• hold positive values and attitudes and adopt high standards of professional conduct
• maintain a business-like office environment and develop good relationships with staff
• promote the welfare of children and support the school in safeguarding children by following relevant policies and procedures
• promote equality as an integral part of the role, respecting differences, and treating everyone with fairness and dignity
• be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality, equality and diversity and data protection, reporting all concerns to an appropriate person

PURPOSE OF ROLE

The Operations Manager will work closely with the Headteacher, The CFO of the Balcarras Trust and with other school leaders to ensure that the school meets its aims and objectives through the delivery of the School Development Plan and the strategic and effective use of resources.

The Operations Manager’s role is to support the Headteacher in the management of all non-curriculum aspects of the school in accordance with Trust policy and procedures, including the management of:

• Health & Safety
• Cleaning

In addition, oversight of specific aspects of:

• Purchasing
• Catering
• School Information Systems and ICT (led and managed by the Network Manager)
• HR, recruitment and line management of support staff

STRATEGIC RESPONSIBILITIES

The Operations Manager will:

• ensure that The High School Leckhampton operates highly effectively across all areas, including Health and Safety, Facilities Management and all matters relating to resourcing
• ensure the school is compliant with all statutory requirements and that the facilities, operational systems and environment of the school are always of the highest standard and reflect the school values
• support the Headteacher and The Balcarras Trust to develop key systems and procedures to enable the school to grow to capacity by 2028.

SPECIFIC MANAGERIAL RESPONSIBILITIES

1. PREMISES AND FACILITIES

The Operations Manager is required to manage the use and maintenance of the school premises, including the grounds, so that the site is safe and secure for all stakeholders and provides a superb environment for all.

• Line manage and provide leadership to the Site Team to ensure proper maintenance and repair. Ensure that the building and grounds are maintained to the very highest standard
• Work strategically with the Site Manager to produce a Premises Development Plan including lifecycle and maintenance works
• Manage an efficient and environmentally considerate approach to waste management across the school
• Liaise with the Site Manager to ensure the implementation of the Asset Management Plan
• With the Site Manager, have responsibility for site security, including CCTV and being a first point of contact for the emergency services
• Work with staff each day to ensure they have the right resources in their workspaces and that all resources are well maintained and fit for purpose
• Work in accordance with Trust Policy and Procedures to purchase resources for the school, ensuring value for money at all times
• Ensure adequate insurance cover for all facilities and resources
• Ensure that any ongoing ‘snagging’ issues associated with the occupation of the new building are efficiently managed and dealt with promptly by GCC and the Contractor
• With the CFO of the Trust, maintain a Robust Risk Register and contribute to the Business Continuity Plan

Managing Contracts

• Evaluate, negotiate and select (in conjunction with the Chief Financial Officer, IT Network Manager, Catering Manager and Headteacher, as appropriate) facilities and premises resources and services as required (such as minibus leases or waste management contracts), ensuring procurement meets the needs of the school and secures value for money
• Act as the first point of contact in school for, and ensure the appropriate monitoring of, all service contracts as appropriate
• Ensure the work of any on-site contractors is monitored

Facilities Management

• Ensure robust arrangements are in place for the booking, staffing and the smooth running of school lettings (with due regard to the school’s approach to safeguarding) and to be the main point of contact for businesses and community groups using the school’s facilities
• Line manage the Lettings Assistants

2. HEALTH & SAFETY

• Act as the schools’ Health and Safety Officer and Fire Officer
• Ensure the schools’ Health and Safety policy reflects current legislation and is communicated and available to all stakeholders
• Adhere to health and safety guidelines for schools, liaising with Gloucestershire County Council to obtain guidance where required
• Complete relevant Health and Safety training and maintain status through necessary refresher courses
• Ensure the schools’ Health and Safety policy is implemented at all times, and that its implementation is reviewed and assessed at regular intervals, or as situations change
• Work with the Site Manager to ensure all asset, maintenance and Health and Safety records are up to date and accurate
• Ensure systems are in place to enable the identification and assessment of hazards
• Ensure a contingency plan is in place for emergency situations
• Develop the annual Health and Safety Action Plan for the school
• Undertake GCC’s Health and Safety audit to assess and measure levels of compliance with health and safety legislation and best practice. Use the published action plan to prioritise health and safety improvements
• Ensure systems are in place for the effective monitoring, measuring and reporting of health and safety issues to the Headteacher, governors and where appropriate, the Health & Safety Executive
• Develop and implement interventions to review and test the school health and safety culture; enforcing compliance where necessary and supporting the school’s leadership team to improve their understanding and adoption of policies
• Proactively engage with internal and external stakeholders to make them aware of their health and safety responsibilities and accountabilities, delivering staff training when appropriate
• Coordinate (and where necessary, lead) all Health and Safety investigations, ensuring that detailed and timely reports are produced, with clear action plans and a thorough review
• Lead Health & Safety Committee Meetings as calendared, and providing a termly report for Governors
• Lead required fire practices, lock down drills and alarm tests ensuring details are recorded as appropriate

Security

• Ensure CCTV is located correctly, operating and monitored
• Ensure the school has appropriate systems in place for opening and locking up

First Aid

• Act as a First Aider (full training can be provided) and co-ordinate all First Aiders in the school, ensuring all receive regular and appropriate levels of training
• Manage all medical information for pupils
• Oversee the organisation of any pupil vaccinations and/or Covid testing
• Take responsibility for the school’s First Aid and Allergy policies
• Act as the school’s Allergy Lead, ensuring all staff are compliant with the Allergy Policy and have had appropriate training

3. CLEANING

• Manage the Cleaning team (currently this includes a Cleaning Manager and a small number of cleaners).
• Regularly monitor the quality of cleaning across the school, ensuring that it always meets the highest standards

OVERSIGHT OF SPECIFIC ASPECTS IN FOUR AREAS:

1. Purchasing

The Trust’s Chief Financial Officer and the Finance Team who are based at Balcarras School have overall responsibility for financial policies, systems and reporting. The Operations Manager is expected to work closely with the CFO to ensure the integrity of the Trust’s financial management systems and the smooth operation of financial systems at The High School Leckhampton.

• Manage the purchasing procedures for all resources, including approving requisitions and approving purchase invoicing as laid out by the Chief Finance Officer
• Be the first point of contact for THSL staff for all purchasing enquiries
• Liaise, as required, with the Site Manager to ensure that all planned and reactive maintenance achieves value for money
• Identify additional funding opportunities and complete grant bids as appropriate

2. School Information Systems and ICT

The IT Network Manager, who is based at Balcarras School, has overall responsibility for ICT systems across Balcarras and THSL. We have our own IT technician on site. Similarly, The Trust’s Data Manager has overall responsibility for School Information Management across Balcarras and THSL. The Operations Manager is expected to work closely with both, ensuring Trust Policies and Procedures are in place at The High School Leckhampton.

• Act as the schools’ Data Protection Lead
• Ensure the schools’ Data Protection Policy (GDPR) reflects current legislation and is communicated and available to all stakeholders
• Work with the Trust’s Data Manager and the Network Manager to ensure all information systems and ICT are working efficiently and to be the first point of contact for staff at HSL
• Manage the Parent’s Evening online booking system
• With the Head’s PA, manage the automated system for signing in and out of the school

3. Catering

• Work with the Catering Manager to support the efficient operation of the catering service, including ensuring that the cashless catering system runs smoothly

4. HR, Recruitment and Line Management

• Work with the Head’s PA and the Finance team of the Trust to coordinate school-based recruitment of support staff whom you line manage
• Oversee the accurate completion and compliance of appropriate documentation, as required by the Trust, in order to ensure that contractual and payroll information is recorded and accurately maintained
• Provide induction and training for support staff whom you line manage
• Coordinate and implement procedures for following the Trust’s policy for managing staff attendance including organising and leading the ‘return to work and formal sickness absence management’ meetings with support staff whom you line manage
• Maintain CPD and training records for support staff, whom you line manage, ensuring all mandatory training is kept up to date

SUPPORT FOR THE TRUST

• Be aware of and comply with policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, reporting all concerns to the appropriate person
• Establish and maintain effective working relationships with professional colleagues and parents
• Participate as required in meetings with professional colleagues and parents in respect of duties and responsibilities of the post
• Be aware of the need to take responsibility for own professional development and to participate in the Appraisal procedures of the Trust
• All staff across the Trust are expected to accept reasonable flexibility in working arrangements. This includes the allocation of duties normally allocated to posts at a lower responsibility level, in pursuance of raising student achievement and effective team working

OTHER GENERAL OPERATIONAL DUTIES

• Adhere to school health and safety policies, procedures and rules, taking reasonable care of self and others
• Adhere to all school policies and procedures, including the Trust code of conduct
• Provide hospitality to visitors and advising parents as appropriate
• Help build a network of contacts and businesses in the community
• Support Whole School events such as Open Evenings, Parents Evenings, school Productions and Concerts
• Support, uphold and contribute to the development of other school policies e.g. child protection & safeguarding, health and safety, security
• Contribute to the website, marketing, publicity and school communications, as required
• Support the administrative team as appropriate and as directed by the Headteacher
• Attend pupil voice groups as appropriate (e.g. Eco Committee and House Council)
• Act as the first point of contact for the school for all non-educational issues and support the Headteacher and school leaders to prepare and communicate information as required
• Provide ad-hoc support to the Trust as appropriate
• Undertake any other duties commensurate with this role as required, in particular supporting all levels of leadership with operational work
• Agree to travel occasionally between the schools within the Trust
• Participate in training and other learning and development activities as required

ANY SPECIAL CONDITIONS OF SERVICE

• The post is subject to a satisfactory enhanced DBS background check, relevant right to work documentation, suitable references and a six-month probationary period
• Occasionally, there may be a requirement to work off-site and undertake work outside normal office hours to meet the variable nature of workloads and deadlines and to support school events

EQUAL OPPORTUNITIES

It is the policy of The High School Leckhampton to provide equal employment opportunities for all qualified individuals; to prohibit discrimination in employment on any basis protected by applicable law, including but not limited to race, colour, religious creed, marital status, sex, sexual orientation, ancestry, national origin, age, medical condition, or disability. The High School Leckhampton promotes equal employment opportunities in all aspects of employment through positive employment policies and practices. If any special requirements are needed to attend an interview, please inform the school.

SAFEGUARDING

The post holder's responsibility for promoting and safeguarding the welfare of children and young persons for whom they are responsible, or with whom they come into contact, will be to adhere to and ensure compliance with the School's Safeguarding Policy and Procedures at all times.

Please note that all appointments are subject to the Balcarras Trust Recruitment, Selection and Disclosure Policy and Procedures.

This job description sets out the main duties of the post at the date shown below. Such duties may vary from time to time without changing the general character of the post or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.