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Facilities Manager

The British School of Malaga
Malaga, Spain
Date Added: Nov 13, 2022

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Description

 

 

School Operations/Facility Manager

 

 

Location: Málaga y Almería

 

In coordination with stakeholders:

  • ISP Iberia Regional Team
  • School Leadership Teams, Principals, Regional Head of Property and Procurement, and other relevant stakeholders across the regional school network
  • Third Party Vendors

 

Reporting Line:

  • Direct: School Principal & Finance Manager
  • Functional: Regional Facilities Manager and Regional Head of Property & Procurement

 

Purpose of Role

 

For all staff in school, we share a responsibility to ensure that children are safe and properly always supervised. Our school vision statement is ‘real learning for a real future’- providing enjoyable and meaningful learning experiences for our pupils.  All staff are expected to adhere to The School Professional Code of Conduct and commit to promoting the 4 C’s – courtesy, consideration, co-operation, and common sense across the school community.

 

This role is crucial to the sustained growth of the schools, their promotion as the school of choice in their local area and the effective delivery of the Amazing Learning message that is at the centre of the ISP vision.

 

The School Operations/Facilities Manager will report directly to the school Principal and Finance Manager, and will work closely with Regional Property team to ensure safe, efficient and smooth operation of the building. The post holders will be expected to build a close working relationship with colleagues in the ISP regional team and school leadership to fully perform their duties.  

 

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding issues and acting and following up on all concerns appropriately.

 

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

 

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

 

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

 

 

ISP School Facility Manager Key Responsibilities

 

  1. LICENSING, INSPECTIONS & COMPLIANCE

                      Ensure that the school is fully compliant with all local, regional, or national regulations.

                      Constantly keep up to date school´s property data room

                      Coordinate with the regional team compliance inspections and checks are carried out, documented and up to date, as well as validating all documents uploaded in the system.

                      Also ensure any possible non-compliance is delivered and documented timely.

                      Ensure school facilities are ready for any planned or unplanned inspections.

                      Remain in compliance with the company´s standard and all guidelines

                      The guidelines for standards are set in accordance with ISP/School Policies, Technical manuals, and MoE/ISP Health & Safety Audits.

                      Proactively identify and raise any H&S or safeguarding risk, as well as dynamic collaboration with H&S school or regional team.

                      To follow ISP procurement policy and raise LPOs as required.

                      To control all organized events, paying particular attention to compliance, including the Health and Safety and welfare of all staff/students and parents.

                      To co-ordinate all aspects of Health and Safety and Fire Safety including co-ordination of all Inspections to re-new school license.

                      Also, ensure the correct supporting documentation compliance reports are received before authorising payments to subcontractors.

 

 

  1. CAPEX PLANNING

                      Strategic thinking to elaborate and submit to region the 5YPD in collaboration with the SLT

                      Small item capex budgeting in collaboration with the SLT.

                      Collaboration with the regional team to deliver mayor capex projects within budgeted cost, scope, quality, and time.

 

 

  1. MAINTENANCE

                      Manage our Building Information Management tool (BIM).

                      Lead, support and oversee maintenance and cleaning teams at schools.

                      Supervise outsourced services´ correct works delivery, in accordance with contract´s SLAs.

                      Monitor, liaise and report to maintain standards of specialist subcontractors such as, but not limited to, pool maintenance, security, catering, transport, waste management and cleaning. In addition, ensure that time sheets are monitored, and any potential financial exposure or risk is recognized and highlighted to SLT & HoP-Iberia.

                      Ensure your school delivers its additional planned inhouse/outsourced maintenance tasks and they are correctly uploaded.

                      Be a proactive participant in all management and working groups as required by SLT/ISP.

                      Conduct regular visits at least once a year with the Head on School and maintenance teams to produce a report of the current wear&tear school status, as well as ensuring an action plan is put in place and delivered timely.

                      Ensure best balance between Reactive-Preventative maintenance.

                      Ensure that all facilities are functional and operational to the standards expected by SLT.

 

  1. CLEANING & HYGIENE

                      Ensure cleaning and hygiene tasks are performed as per clearly defined weekly routines.

                      Create written procedures for the cleaning of teaching and non-teaching spaces.

                      Drive drinking water quality testing, kitchen sanitisation, pest control, medical service waste disposal, to meet appliable regulations.

                      Supervise cleaning staff to ensure quality and efficient service.

                      Stablish KPIs to monitor and report service level to SLT and regional team on a regular basis.

 

  1. SECURITY

                      Ensure the school has a security program in place, being led by qualified personnel under the SLT and it address all aspect of security at the school (inc. access control procedures for students, staff and visitors, transportation management, video surveillance management, emergency responses protocols, drop off/pick up traffic operations, adult adherence to policy and procedure)

                      Establish security emergency response protocols and promote staff training. Give clear instructions to address all the potential internal and external risk factors that could cause disruption to the leaning provision.

 

  1. BUDGET & COST CONTROL

                      Facilities Opex budgets and forecasts (maintenance, utilities, services...) supporting the school Head of Finance and the regional team to put together all requested information.

                      Responsible for the correct allocation for any property related budget, ensuring funds are available throughout the financial year to carry out all planned activities including licenses renewal, payroll, preventative maintenance program, Health and safety audit actions, security, cleaning, hygiene pest control and landscaping auxiliary services, products, and supplies.

                      Produce school´s property budgets annually and make sure they are based on the revised internal programs for preventative maintenance, security, cleaning, hygiene pest control and landscaping auxiliary services, products, and supplies.

                      Monitor budget expenditure and take timely decisions and give advice to avoid budget variances monthly.

                      Set cost-saving targets on a yearly basis, i.e. 2% of expenses reduction that could be achieved by maintenance process optimisation and from procurement negotiations.

 

  1. ENVIRONMENTAL & SUSTAINABILITY

                      Promote, lead and report sustainability initiatives within the school community with the focus of students learning and engagement

                      Drive initiatives to constantly reduce our CO2 footprint, embedding a continuous improvement environmental and energy efficiency culture. All implemented changes results to be reported.

 

  1. LEADERSHIP & MANAGEMENT.

                      Provide proper training and ensure ongoing feedback and coaching to all school´s facilities related staff.

                      Positive and effective communication at all levels.

                      Actively respond to school needs with a customer service focus.

                      Communicate and drive ideas and have a full understanding of the diverse cultural requirements within the school.

                      To meet, and whenever possible, exceed parental/student and staff expectations.

                      Ensure all verbal instructions/communication is supported by tangible follow up via email/minutes.

                      Be expected to attend school at weekends from time-to-time subject to facilities requirements and only when directed by the school’s SLT.

                      Communicate plans for improvements to Senior level management and maintenance team.

                      Ensure all student/staff and parental expectations are not compromised by reactive planning.

 

 

Other Responsibilities

                      To be the primary interface within the ‘Operations Team’ co-ordinating as directed by the Head of PropertyIberia with all third-party FM providers BUT taking on the responsibilities of Items detailed above.

                      To have a full understanding of the MEP infrastructure in assigned school, with the ability to respond immediately to any operational requirements so far as is practical, legal, and affordable as per current and planned policies and/or budgetary constraints enforced by ISP.

                      To provide seamless co-ordination within the school to ensure that academic studies can function both safely and professionally with minimal/zero inconvenience.

                      This should be achieved by the supervision (by post-holder) of all maintenance/service levels agreements within all areas and at all levels of school management and administration as laid down by the approved organisational structure.

                      Identify and drive procurement initiatives in constant coordination with the regional procurement team to assess cost saving or cost avoidance initiatives.

                      Support in putting together school´s information for central procurement initiatives.

                      Manage or provide support accordingly with any operational contingency that may occur.

                      To liaise with HR/SLT to ensure that staff accommodation needs are met.

                      Perform other tasks as required.

 

Skills, Qualifications and Experience

  1. Person specification:
  • Speak clearly, concisely, and effectively; listen to, and understand, information and ideas as presented verbally
  • Communicate information and ideas clearly and concisely, in writing; read and understand information presented in writing
  • Work with, or contribute to, a work group or team to complete assigned task(s)
  • Plan, organise and prioritise time and workload to accomplish tasks and meet deadlines
  • Deal with people in a manner which shows sensitivity, respect, tact, and professionalism and avoid any conflicts of interest.
  • Ensure compliance with FM contract terms (Service Level Agreement), policies and procedures, etc.
  • Decide or solve a problem by using logic to identify key facts, explore alternatives and propose quality solutions
  • Supervise others by assigning/directing work, conducting contractors’ evaluations and take appropriate corrective actions/make recommendations etc
  1. Qualifications
  • Bachelor’s degree, technical background
  • Training or Master´s degree in Facilities Management is a plus
  1. Experience
  • Years of experience: Minimum of 2 years in Facilities Management
  • Desirable experience: 5 years.
  1. Location:  Málaga y Almería

 

 

ISP Leadership Competencies You consistently demonstrate and role-model the ISP Leadership Competencies in all that you do.

 

  1. Collaboration. Takes an active part in leading their school or region; is cooperative and a genuine team player, developing positive, supportive relationships with colleagues to solve problems and maximise opportunities.

 

  1. Learning & Getting Better. Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback, supporting others in their continual learning, development and growth.

 

  1. Innovation Leadership. Is good at creating an environment where ideas for learning initiatives and services are generated and is able to motivate and inspire others through the process of creation through to completion.

 

  1. Outcome driven. Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.

 

  1. Resilience. Can deal with setbacks and challenges calmly and effectively.

 

  1. Community Focus. Is committed to meeting and exceeding the needs and expectations of our students and their families.

 

  1. Integrity & Ethical Management. Has the ability to work ethically and with integrity; helps others feel valued; upholds and models the ISP Vision, Purpose, and Principles.

 

  • Support and reinforce key messages in relation to ‘Operational’, ‘Health & Safety’ and ‘Sustainability Initiatives’ across the schools via FM Teams positioned within the school.
  • Lead by example and always maintain ‘Best & Safe Work Practice’.
  • To ensure administrative housekeeping by the FM Team reflects a positive and professional methodical approach to the work environment. 
  • Attend weekly operational meetings following a set agenda.

 

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

 

 

Job Description: School Operations/Facility Manager                                              Reviewed date: May 2022

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