JOB DESCRIPTION

Job Title: Facilities Manager

Grade: Scale SO1/2 – (SCP 29-34)
(Subject to a Pay & Grading Review the grade of this post may change)

School: The Oldham Academy North

Responsible to: Finance Manager

Responsible for: Caretakers, Site and Cleaning Staff

Hours of Duty: 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

CRB Disclosure Level Enhanced

The Facilities Manager should not leave the premises during duty hours
Any Special without notifying the Business & Finance Director and Principal or the
Conditions of Service: 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

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/academy’s 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/Academy’s Health & Safety Policy.

To ensure staff under the post holders control are aware and operate within those
guidelines.

To be the academy’s Health and Safety Officer and act as co-ordinator, drawing to the
Business & Finance Director’s/Principal’s 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.

Responsible for the effective use of equipment and welfare of his/her self in accordance
with the academy’s/E-ACT’s Health and Safety Policy Statement.

Facilities Manager November 2011

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. To act as line manager for all premises related employees.

2. To conduct regular one-to-one supervision meeting with all premises related

employees.

3. To undertake and manage for all premises related employees

 performance management, including mid-year and year end reviews.
 Identify training needs.

4. 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.

5. To prepare specifications for non-capital project work and to use these as the basis
for agreeing contracts.

6. To supervise and liaise with all external contractors, including

 Buildings, repairs and construction
 Grounds maintenance
 Waste disposal
 Testing and maintenance contracts

7. 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.

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.

Facilities Manager November 2011

9. To identify and manage repair and maintenance tasks that fall within the skills and
expertise of the site facilities team.

10. 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.

11. To be responsible for practising and encouraging good house keeping with energy
conservation and equipment, efficiency saving.

12. 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.

13. To be responsible for securing the premises, arranging repair, informing the police in
the event of vandalism or breaking and entering.

14. Advise management on ways of reducing the occurrence of vandalism or breaking

and entering within the academy site, including grounds.

15. 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 academy’s expenditure and to process any insurance claims.

16. To be responsible for checking building including areas appertaining to the Health
and Safety at Work Act, COSHH regulations and Handsaam procedure etc.

17. 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).

18. In conjunction with the B&FD and Finance Manager or representative to be

accountable for a budget for those minor repairs.

19. 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.

20. 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.

21. Receive all requests for repairs and maintenance, establish needs and priorities and
instruct staff accordingly.

22. 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).

23. Verify that work carried out by site staff or contractors is satisfactory, within budget
and on time.

Facilities Manager November 2011

24. 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.

25. Propose a planned maintenance programme with the B&FD/Principal’s approval and
implement and keep the programme regularly updated.

26. Produce and maintain a record of works carried out.

27. 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.

28. Monitor and advise on general security and safety of the academy premises.

29. 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 academy’s business needs

30. To be responsible for the opening and closing of academy.

31. To be responsible for arranging for tables to be put out for dinners/parents
evenings/exams/functions etc.

32. To assist staff if necessary in maintaining rooms.

33. To assist staff if necessary in Emergency/Accident cleaning.

34. Any unforeseen overtime to be negotiated with the B&FD/Principal as time off in lieu
or incorporated into rota.

35. To ensure that the academy and its grounds are maintained as an attractive, clean
and safe environment for all its users.

36. 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.

37. Overview of grounds care and maintenance, liaison with grounds care contractor,
reporting back to Finance Manager/B&FD/Principal.

38. Dealings with lettings via rota with caretakers and facilities staff team .

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
mot’d 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 Date: 17 October 2011

Business & Finance Director

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 Derek Callaghan Mick Murphy

Caretaker Caretaker Caretaker/Technology
Technician

Lesley Segal
Cleaning Supervisor

All Cleaning Staff

Consisting of 12 No
Add names if
possible

Facilities Manager November 2011