The Warwick School. Staff Job Profile

Transcription

1 The Warwick School Staff Job Profile Post: Premises Manager SP7 Hours: 24 hours per week/52 weeks per year Name of Postholder: Job context: This job profile recognises the requirements of the current Pay and Conditions documents and reflects the vision, aims and policies established by the governors of the school. Line managed by: Business Manager Key tasks and accountabilities: SITE MAINTENANCE Responsible for ensuring that the buildings, fabric, equipment and services of the school are maintained in a state of good order and repair by: 1. Managing the necessary systems and checks for identifying and prioritising maintenance and repair work on the school site 2. Maximising the skills and capabilities of the site team to address as many repairs as possible in-house. 3. Allocating and working effectively with approved contractors and Surrey County Council Officers to address more specialists works in a prioritised manner. 4. Managing the in-house programme of preventative maintenance including holiday schedules. 5. Organising all maintenance and project work within agreed budgets with the Business Manager 6. Maintaining robust systems for recording all work necessary and actions taken, reporting to the Business Manager as appropriate 7. Liaising with approved contractors to ensure the technical or more substantial repairs of the buildings and services are properly managed. 8. Preparing specifications for certain projects, arranging site meetings to obtain quotes from approved contractors and making recommendations to the Business Manager and Headteacher in line with the LA Standing Orders. 9. Managing in-house projects taking the lead role or facilitating projects acting as the link person in school for day-to-day communication and monitoring of work. 10. Ensuring that regular maintenance checks and stock controls are carried out on all premises related equipment used by the team for their work including PPE and uniform items. 11. Ensuring the caretakers work area is kept tidy and the environment is safe to use 12. Overseeing the running of the school heating and plants systems ensuring sufficient and suitable services are carried out, remedial works are actioned, summer / winter alternations are managed effectively, in-house checks are completed daily of equipment and safe access to all boiler rooms is maintained.

2 13. Reporting immediately to the Business Manager all areas of difficulty which cannot be dealt with under the above headings SITE SECURITY Responsible for managing the site security arrangements to include: 14. Acting as a key holder and operating as part of the emergency response team 15. Planning staff cover appropriately to ensure the site is unlocked and secured at the appropriate times according to the differing needs during term time, holiday time and for community letting events. 16. Organising the necessary works associated with the day-to-day running, regular servicing and responsive call outs for the Building alarm and the CCTV system. 17. Working closely with the front office staff and being responsive to call-outs for problems identified on the cameras. 18. Liaising with the appropriate external organisations and emergency services (Police, Fire, Surrey County Council, Alarm and CCTV companies) in relation to all security and insurance related matters. 19. Reviewing and monitoring adherence to all security related procedures and risk assessments. 20. Establishing holiday access requirements from staff and contractors, coordinating such access to ensure safety measures are managed effectively. HEALTH & SAFETY Responsible for developing, implementing and monitoring health and safety measures related to the Premises function whilst also acting as the School s Health and Safety Co-ordinator: 1. Conducting, implementing and monitoring Premises Risk Assessments and Procedures 2. Planning all General Building Maintenance including Plant and Electrical systems (5 yearly tests, portable appliance tests, heating systems and responsive works) 3. Managing all aspects of the Site s Fire Safety Management including fire risk assessments and remedial actions 4. Organising and managing all external contractors to ensure regulation services, checks of fire equipment and systems are effectively carried out and recorded. 5. Ensuring the arrangements for the management of the school s Water systems including routines checks for the control of Legionella are in place. 6. Overseeing the Asbestos management systems acting as the link person on all works with the appropriate external organisations and Surrey County Council Officers. 7. Responding appropriately to reported matters that might constitute a health and safety risk. 8. Guiding other managers on the completion of general risk assessments acting as a point of contact for advice and information. 9. Playing a key role within and co-ordinating activities agreed at the School H&S Committee. 10. Producing the emergency contact list for each holiday obtaining the appropriate information from the senior management team.

3 CLEANING - Responsible for monitoring the cleaning of the school by: 1. Liaising with the site supervisor and the team each day ensuring there is clear communication of school events and any day to day issues are dealt with promptly. 2. Ensuring the cleaning specification is met by tracking the cleaning performance and acting as the link person between school staff and the cleaning team. 3. Meeting with the cleaning management staff on a regular basis and completing the monthly service return on standards achieved etc. 4. Arranging outside contractors for specialist cleaning e.g. window cleaning 5. Co-ordinating the holiday cleaning schedules in line with other works happening on site. GROUNDS MAINTENANCE Responsible for the appearance and upkeep of the entrance road, pathways, the hard play areas, the sports field and all weather pitch by: 1. Liaising with the Grounds team and monitoring their work ensuring any issues are actioned promptly and the team are kept informed of forthcoming events i.e. sports day, open days etc 2. Ensuring that the site staff complete the routines for the all weather pitch raking/sweeping, general hard surface sweeping, litter and bin clearance to the standards required. 3. Ensuring that general and recycling waste is appropriately managed to match the collection times from the external bin area. 4. Arranging the hire of waste skips as necessary and the safe use of these on site 5. Carrying out the necessary checks and risk assessments of the external environment i.e. tarmac condition, fencing, benches and outdoor play equipment. 6. Ensuring any external repairs are logged and actioned appropriate with the inhouse team or external specialist contractors i.e. road repairs, drain clearance in holidays etc. CARETAKING SERVICES Responsible for the following services: 1. Receiving and assisting visiting contractors on site e.g. utility officials, alarm engineers etc 2. Receiving and signing for deliveries and onward internal distribution of goods and parcels 3. Lifting and moving heavy articles and items of furniture for office and classroom reorganisations or clearance/reinstatement as part of major projects. 4. Regularly setting out chairs and equipment for assemblies, exams, parents evenings, school functions etc as requested 5. Ensuring a regular reading is taken of all utility meters; water, gas and electricity COMMUNITY LETTINGS Assisting in the administration of lettings by: 1. Facilitate prospective hirers visits to the school ensuring the facilities are clean, tidy and appropriately set up for viewing appointments 2. Ensuring suitable arrangements are in place with appropriate staff cover to enable access and assistance for the hirers in all aspects of their lettings. 3. Overseeing routines for lock up arrangements with the team and being prepared to personally provide cover in the event of unplanned absences etc.

4 SCHOOL VEHICLES Responsible for maintenance and safe operation of school vehicles by: 1. Ensuring the minibus is in a roadworthy condition at all times 2. Carrying out and recording weekly safety checks 3. Arranging for servicing, repairs and MOT s as appropriate 4. Liaising with the Test Inspector to ensure approved staff drivers have up to date certificates through regular monitoring of the data held and annual licence checks 5. Liaising with Insurance on any issues relating to approved drivers, accidents or incidents 6. Ensuring the systems are in place for the bus drivers to have the appropriate documentation available to them to log the mileage, condition of bus, fuel level, and be aware of breakdown procedures etc., for each trip 7. Acting as the key contact for all external enquiries regarding borrowing our bus for community groups i.e. girl guides, brownies etc and ensuring the necessary documentation is acquired before agreeing such arrangements. ASSET MANAGEMENT To be the school s AM Representative by: 1. Acting as the key contact on Premises and Asset Management matters with SCC and their Consultants 2. Attending all SCC run Premises briefings 3. Attending all training/briefing sessions run by SCC or Consultants on Premises and Asset Management matters 4. Updating and maintaining the Asset Management Plan in accordance with SCC requirements i.e. Condition, Suitability and Capacity FINANCE To oversee the costs associated with the Premises function: 1. Agreeing expenditure on consumables and equipment needed by the premises team 2. Signing off orders, reconciling and authorising invoices for all premises purchases and related services working closely with the Finance Officer 3. Obtaining costs for works as agreed at the in-house premises meeting and making recommendations. 4. Advising other school managers on costs and options for improvements in specific areas 5. Working with SCC Officers or Consultants on the preparation of Tenders for more substantial projects and playing an active role in securing best value for the school. 6. Assisting the Business Manager in budget preparation and bids as requested, flagging anticipated spends for regulatory work or future essential repairs that might be necessary.

5 MANAGEMENT DUTIES - 1. Line management of the premises team covering all aspects of recruitment, training and development, performance measurements, performance reviews, daily routines, cover and holiday arrangements etc. 2. Preparing reports for submission and discussion at the Governors Resources Committee meetings 3. Preparing specific reports for the Headteacher or Business Manager on premises or health and safety matters. 4. Undertaking training and development to enhance skills and knowledge to perform effectively in this role 5. Keeping records of all maintenance, service checks, project plans, risk assessments etc as appropriate 6. Carrying out other duties as may reasonable be required from time to time at the request of the Headteacher, Senior Leadership Team or Business Manager PERSON SPECIFICATION Knowledge and experience of premises management Knowledge and experience of health and safety regulations and premises compliance matters High levels of personal organisation and attention to detail Strong communication skills and a willingness to adapt styles as necessary to work with a wide variety of people internally and externally. Ability to work without immediate direction and under pressure Proven management experience and excellent team working skills Experience and knowledge of budgetary and personnel management responsibilities Good ICT skills Drive, enthusiasm and a hands-on approach