Office Manager (Facilities)

An exciting opportunity join a busy and friendly facilities team in a thriving co-educational preparatory school in Hampstead. The hours are 8am to 5pm, Monday to Friday, with reduced hours outside of term time.

To apply for the post, please click the 'Apply Now' button below. 

Closing date for completed applications; Sunday 19th August 2018

with interviews taking place the following week.

MAIN DUTIES AND RESPONSIBILITIES (Full Job Description attached below)

Office Manager (Facilities)

· To effectively manage premises staff and suppliers to ensure a high quality environment in which learning can take place.

· To advise on strategic matters relating to the management of the premises in terms of its maintenance and refurbishment for the future in accordance with the premises masterplan.

· To co-ordinate services to meet the full requirements of the School. This includes ensuring close teamwork between the caretakers handling premises, and being the point of contact for the outsourcing cleaning and catering suppliers. It also includes ensuring teamwork between building project suppliers and the premises function.

Duties and Responsibilities: 1 Health and Safety

· Ensure that all policies and procedures related to health and safety (H&S) are relevant, complied with and regularly reviewed.. 

· Ensure that the School buildings meet H&S standards and that facilities comply with central and local government legislation.

· Carry out risk assessments annually (preparation and review) for key risks such as asbestos, water quality, accidents & electrical safety and ensure actions are implemented. Link significant risks to the School Risk Register.

· Maintain a record of COSHH assessments and monitor hazardous substances being brought into the School (new types of hazards or existing).

· Carry out termly inspections of the buildings and grounds. Report findings & recommendations to the Headmistress.

· Investigate accidents and incidents/near misses and prepare reports as required. Assess and respond to H&S instructions.

· Play an active role in fire evacuation duties. Act as a fire warden.

· Oversee the critical incident and disaster recovery plan, ensuring that the School administration could recover its working efficiency promptly in case of an emergency.

2. Premises and Security

· Ensure that effective systems are in place to ensure site security and safety.

· Act as the principal point of contact for contractual issues with regard to premises- related contracts such as those for grounds maintenance, plant maintenance, alarm and door access.

· Be the after-hours contact person for the alarm security company to liaise with.

· Ensure that the School has all relevant premises-related insurance cover and up to date legal documentation (certifications).

· Investigate any breaches of physical security. Recommend ways of making improvements and act as adviser to senior leadership on security issues.

· Prepare and regularly review a maintenance plan for the building and grounds. Create team work plans and rosters accordingly.

· Line manage the members of the premises team and work with the HR department to ensure all HR policies are complied with.

· Ensure the premises staff work well on a daily basis with the cleaning and catering teams and administrative staff.

3. Catering and Cleaning Services

· Be the principal point of contact for contractual compliance issues on a daily basis. Ensure that the catering and cleaning companies have all the necessary insurance and legal documentation relating to its activities.

· Arrange regular meetings with the company management (currently Accent Catering and Intercontinental Facilities Services Ltd.) to discuss the service provided and to ensure the companies are working to the agreed contractual service levels.

· Ensure that good health and safety standards are maintained, all risk assessments carried out and reviewed, and all hazardous substances stored are used in accordance with the COSHH regulations.

4. Procurement and contract management

· Calculate and compare costs for required goods or services to ensure best value for money for the School.

· Maintain a preferred list of premises service providers in active use. 

5. Staff

· Coordinate and lead the people working within the premises function, including the premises staff and contractors.

· Arrange appropriate training for staff within the premises team.

· Work with the HR Manager to monitor and demonstrate achievement of agreed service levels and lead on improvement in staff performance. Update job descriptions as the School needs change.

7. Network Services

· Be the principal point of contact for the IT Services provider and coordinate the weekly jobs list and long term planning. 

Full Job description and person specification attached below.

To apply for the post, please click the 'Apply Now' button below. 

Closing date for completed applications;  Sunday 19th August 2018

with interviews taking place the following week.