JOB DESCRIPTION

Job Title: Grade:

Facilities Manager Scale SO1/2 (SCP 29-34) (Subject to a Pay & Grading Review the grade of this post may change) The Oldham Academy North Finance Manager Caretakers, Site and Cleaning Staff The hours of duty will be 37 per week to meet the needs of the service. To be worked between the hours of 7.00am and 6.00pm after discussion with the Business & Finance Director/Principal. Annual Leave to be taken by arrangements with the Business & Finance Director and Principal

School: Responsible to: Responsible for: Hours of Duty:

CRB Disclosure Level Any Special Conditions of Service:

Enhanced The Facilities Manager should not leave the premises during duty hours without notifying the Business & Finance Director and Principal or the designated person, or by prior arrangements with either of these persons. To be the key holder and under normal circumstances will be expected to be available for Police/alarm companies and therefore should generally be available to cover call out situations. The academy operates a no smoking policy.

Organisational Chart: Please see attached for Facilities Organisational Chart Principal Business & Finance Director Finance Manager Facilities Manager
Facilities Manager November 2011

Site Staff

Facilities Manager November 2011

PURPOSE AND OBJECTIVES OF THE JOB The Facilities Manager will be responsible for all aspects of academy facilities including efficient management, maintenance repair, security of the academy within agreed financial limits. To undertake duties concerned with the efficient management, maintenance and care of the premises both internally and externally, so as to ensure a safe and satisfactory working, learning and recreational environment for all who use the premises and grounds in accordance with Health and Safety and required Regulations. CONTROL OF RESOURCES Direct responsibility for site staff, including: shortlisting and interviewing working within E-ACT/academys Fair Recruitment Policy, in conjunction with the Business & Finance Director/Principal and Governing Body. To conduct regular meetings with Caretakers, Handy-man, Cleaning, Ground Staff and line manager. To conduct regular meetings with contractors on site to issue instructions and receive reports on work in progress. Financial (if appropriate) To prepare reports on conditions of buildings and any repairs if necessary and present these to the Business & Finance Director/Finance and Asset Management Committee for approval. To exercise strict financial control and monitor expenditure against budgets on a regular basis. Equipment and Materials To be responsible for ensuring the: correct purchase, usage, storage and removal of equipment, materials and deliveries. To ensure that correct documentation for all equipment and materials are undertaken and maintained. To ensure that equipment and materials used meet the respective Health & Safety requirements. Health/Safety/Welfare To work in accordance with E-ACT/Academys Health & Safety Policy. To ensure staff under the post holders control are aware and operate within those guidelines. To be the academys Health and Safety Officer and act as co-ordinator, drawing to the Business & Finance Directors/Principals attention any potential Health & Safety problems. (Training will be provided as and when required to ensure policies are adhered). To carry out premises related Health & Safety checks on a regular basis including emergency arrangements and potential hazards within the academy site.

Facilities Manager November 2011

Responsible for the effective use of equipment and welfare of his/her self in accordance with the academys/E-ACTs Health and Safety Policy Statement. Relationships (Internal and External) Dealing with enquiries and liaising with the Principal, Business & Finance Director and Governors on all internal and external staff, students, contractors and other work persons on the premises, and with members of the public as necessary. RESPONSIBILITIES The postholder must:

(i)

Perform his/her duties in accordance with the E-ACT/Academy Equal Opportunities policy (ii) Ensure that E-ACT/Academy commitment to public service orientation and care of our customers is provided (iii) Must be able and willing to render regular and efficient service to undertake the duties of the post. PRINCIPAL DUTIES The Job Description below will be subject to renegotiation at any time as requested by the Principal/Business & Finance Director. It will need to be kept under constant review as the academy needs evolve, change and develop. 1. 2. 3. To act as line manager for all premises related employees. To conduct regular one-to-one supervision meeting with all premises related employees. To undertake and manage for all premises related employees performance management, including mid-year and year end reviews. Identify training needs. To plan and co-ordinate premises related projects in conjunction with the Governors Committee, the Principal, the B &FD and external officers and contractors. To act as Site Manager/Adviser to the Governors Premises and Health & Safety Committees in these matters either via the B&FD or direct as and when required. To prepare specifications for non-capital project work and to use these as the basis for agreeing contracts. To supervise and liaise with all external contractors, including Buildings, repairs and construction Grounds maintenance Waste disposal Testing and maintenance contracts To liaise with the Finance Manager/B&FD so as to ensure that value for money is achieved in all premises project and maintenance/services contracts. This to include strict financial control and monitoring of all expenditure against budgets.

4.

5. 6.

7.

Facilities Manager November 2011

8.

To manage submissions for project funding for the DfE (Department for Education) in conjunction with the B&FD/Principal and to liaise with the Finance Manager to ensure that claims are made on time. To identify and manage repair and maintenance tasks that fall within the skills and expertise of the site facilities team. To be responsible for the implementation of emergency procedures issued by the department and of the action required in the event of fire, flood, breaking and entering, vandalism, accidents etc. Knowledge of the availability of First Aid provision and its location. Responsibility for alarm systems and testing and security measures on academy site. To be responsible for practising and encouraging good house keeping with energy conservation and equipment, efficiency saving. To be responsible for recording, after inspection in conjunction with appropriate support staff, the completion of any work done by contractors, and/or caretaking, cleaning staff liaising with Finance Manager when necessary. To be responsible for securing the premises, arranging repair, informing the police in the event of vandalism or breaking and entering. Advise management on ways of reducing the occurrence of vandalism or breaking and entering within the academy site, including grounds. To be responsible for maintaining management records of call-out cover and premises related work tickets to enable the designated member of staff to reconcile the academys expenditure and to process any insurance claims. To be responsible for checking building including areas appertaining to the Health and Safety at Work Act, COSHH regulations and Handsaam procedure etc. To be responsible for ensuring that repairs are undertaken such as small decoration and repair work (e.g. patch plastering, painting, fixing door handles etc) within the skills competency of the Facilities Manager. This work shall not include repairs to the electrical or heating systems (unless they hold the relevant certificates). In conjunction with the B&FD and Finance Manager or representative to be accountable for a budget for those minor repairs. To be responsible for arranging for any repair or maintenance work required beyond the competence of the Facilities Manager, in accordance with the report procedures laid down. To be responsible for ensuring that the arrangements are in place for porterage in connection with the academy equipment and supplies for general academy purposes.

9.

10.

11.

12.

13.

14. 15.

16.

17.

18. 19.

20.

Facilities Manager November 2011

21.

Receive all requests for repairs and maintenance, establish needs and priorities and instruct staff accordingly. Obtain competitive tenders and appoint outside contractors to carry out planned and re-active maintenance. Monitor and control progress of such contracts (financial limit to be agreed with the B&FD/Finance Manager). Verify that work carried out by site staff or contractors is satisfactory, within budget and on time. Carry out regular inspections of the premises and notify the Principal/B&FD/Finance Manager of any major defects, and carry out remedial action to minor defects without delay. Propose a planned maintenance programme with the B&FD/Principals approval and implement and keep the programme regularly updated. Produce and maintain a record of works carried out. Initiate and participate in plans for refurbishment or improvement of the site and at all times seek ways of achieving more economic methods of maintaining the academy and the efficiency of lighting, heating and other requirements. Monitor and advise on general security and safety of the academy premises. To manage the rota and job sheets for all facilities team and checking work allocated has been completed. Site Manager, Caretakers, Handyman to work a 37 hour week. Site Manager to be flexible to support the academys business needs To be responsible for the opening and closing of academy. To be responsible for arranging for tables to be put out for dinners/parents evenings/exams/functions etc. To assist staff if necessary in maintaining rooms. To assist staff if necessary in Emergency/Accident cleaning. Any unforeseen overtime to be negotiated with the B&FD/Principal as time off in lieu or incorporated into rota. To ensure that the academy and its grounds are maintained as an attractive, clean and safe environment for all its users. To have direct responsibility for the Assistant Site Manager (if applicable) and to ensure that all staff under post holders control carry out their duties in accordance with their job description, to an agreed high standard. Overview of grounds care and maintenance, liaison with grounds care contractor, reporting back to Finance Manager/B&FD/Principal. Dealings with lettings via rota with caretakers and facilities staff team.

22.

23.

24.

25. 26. 27.

28. 29.

30.
31. 32. 33.

34. 35. 36.

37.

38.

Facilities Manager November 2011

Facilities Manager November 2011

SECONDARY DUTIES
1. To maintain and update the Premises Development Plan with the

Finance Manager/B&FD. 2. Maintain and update the Asset Management Plan in liaison with the Finance Manager. 3. To actively seek to increased the range of evening and holiday lettings and with clerical support, to administer these contracts and agreements (this to be reviewed and clarification on where this sits within the non-teaching structure). 4. To continuously update own specialist knowledge in the fields of premises management and health & safety; this to include attendance at relevant training events. 5. To manage all temporary arrangements which are necessary to cover absences involving the Caretaking and facilities staff team. 6. Attending training courses as required. 7. Arranging for the minibus/van to be kept full of fuel, clean and arrange for it to be motd and serviced annually. 8. To undertake such other duties and responsibilities of an equivalent nature as may be determined by the B&FD/Principal in consultation with the post holder and, if he/she wishes with the relevant Trade Union Representative.

Job Description prepared by: Joan Beresford Business & Finance Director

Date: 17 October 2011

Agreed by Postholder: _______________________________

Date: __________

Facilities Manager November 2011

The Oldham Academy North FACILITIES TEAM ORGANISATIONAL CHART

Grant Fordie Finance Manager Vacant Post Facilities Manager

John Mason Caretaker

Derek Callaghan Caretaker

Mick Murphy Caretaker/Technolo gy Technician

Lesley Segal Cleaning Supervisor All Cleaning Staff Consisting of 12 No Add names if possible

Facilities Manager November 2011