Estates Manager (Trust)

RESPONSIBLE TO:       Chief Operating Officer

RESPONSIBLE FOR:     The Estates Manager will lead a team which includes:

• 4 premises officers (3 at SKA and 1 at SKPS)
• Outsourced cleaning provider
• Outsourced grounds maintenance provider

KEY RELATIONSHIPS: Principal SKA, Headteacher SKPS, COO, all Trust staff, cleaning supplier, grounds maintenance supplier, estates related contractors, HSE, DfE

LOCATION: Based at the Trust’s central office (Sandown Park) but working across and within the Trust Academies.

ROLE PURPOSE:         

To provide strategic estates management and operational facilities management to the member Academies of the Trust to help save money and ensure the Trust has healthy, safe and sustainable environment to work in and deliver education.

KEY RESPONSIBILITIES:

Strategic Estate Management

• Develop a 5–10-year strategic estate management plan which supports the educational goals of each Trust member Academy; to include an estate vision, strategy, asset management (not ICT) and strategic review process.
• Develop and review estates related policies and procedures.

Planning & Organising Estate Resources

• To be responsible for devising, reviewing and updating the Trust’s disaster recovery plans through consultation with the COO, and to ensure such procedures are clearly communicated to all staff.
• To be responsible for all aspects of the Academy’s risk management, including ensuring all necessary risk assessments are completed and the necessary checks are in place to meet all audit requirements.
• Manage the budget for minor works including authorising contract payments, as necessary.
• To be responsible for the ordering and checking of invoices, monitoring of budgets, and keeping stock records of all equipment and tools within the postholders’ sphere of responsibility.

Managing Land & Buildings

• Prepare and monitor the annual premises budget with the COO and in accordance with the planned preventative maintenance plan (PPMP).
• Develop and regularly review/update the PPMP.
• Ensure the standards of cleanliness are high, and that the cleaning contract is value for money.

Performance Management & Sustainability

• Monitor and review the supply of all services (gas, electricity, water) and secure competitive prices from utility providers.
• To review heating, electricity, and water usage and to advise the COO on proposals for energy saving methods.

Maintaining the Estate

• To draw up maintenance schedules and set routine programmes of work for premises staff to ensure consistently high standards of upkeep and safety of all Academy buildings and premises.
• To ensure that the upkeep of playing fields, gardens, all weather surfaces and to ensure the maintenance of boundaries, footpaths, roads, and rights of way within the Academy premises.
• To be responsible for the planned, and ad hoc maintenance and upkeep of the premises and equipment including the required safety checks.
• To liaise with contractors as required.
• To determine whether maintenance should be undertaken in-house or by commissioned contract services and to assist in the selection of contract services where appropriate, through consultation with the COO and in accordance with the finance scheme of delegation.
• To be responsible for ensuring the safe and efficient operation of all premises-related mechanical, electrical, heating services and other plant, including ensuring the completion of all annual portable appliance testing, monitoring, and recording of meter readings/returns as require. To take appropriate action to ensure and monitor proper safe levels of lighting, heating, and ventilation.
• To maintain a rolling programme of maintenance and repair of the Academy equipment and premises.
• To ensure all necessary annual, biennial and five-yearly maintenance checks are carried out, arranging for the completion of any work subsequently required.
• Monitor and manage external service contracts for routine servicing including gas boilers, air conditioning, lifts, fire and security alarms and fire safety equipment.

Health & Safety (including first aid and security)

• Contribute to planning for site security, advising on the use of CCTV cameras, automated entry points etc.
• Conduct Academy internal termly health and safety reports and alert the COO to any deficiencies.
• Ensure that the Academy complies with all health and safety legislation as it relates to buildings and premises including but not limited to asbestos management, PAT testing, COSHH and legionella regulations.
• To act as the Health and Safety Co-ordinator for the whole Academy, carrying out regular risk assessments, ensuring the application of good working practices in accordance with Health and Safety requirements and providing training for staff on Health and Safety practices.
• To investigate and record accidents in the workplace, making reports to RIDDOR if necessary.
• To ensure that statutory requirements for staff trained in First Aid training for staff are met.
• To be responsible for the overall security arrangements of the Trust including ensuring that staff are aware of the procedures on security and the use of alarm systems, that there is an appropriate system of key holding management, that periodic reviews off site security are conducted and that appropriate progress is followed through. To issue and monitor the use of security cards and keys within the Academies.
• To ensure that all statutory elements of health and safety are implied and undertaking responsibility for monitoring first aid and emergency supplies and equipment and maintaining the premises in a safe and healthy condition and to a high standard.
• To attend meetings of the H&S committee and act as secretary.
• Respond (on a list basis) to call outs by police and Alarm Company Control during closure periods including nights and weekends.
• In co-operation with the Fire Service, to be responsible for the installation and maintenance of all firefighting and fire alarm systems. To ensure the maintenance and periodic checking of fire and other safety equipment by specialist contractor. To undertake the operation and periodic checking of the fire alarm system and equipment as detailed in the Fire Safety logbook. To initiate and record regular fire drills.
• To monitor the safe storage and control of any potentially harmful materials and chemicals used within the Academy and ensure that such materials are appropriately marked and signposted.

Managing Estate Projects

• To manage all aspects of any building projects and maintenance work undertaken on the Academy premises, including acting as a point of contact with regard to liaison with building contractors.
• To assist the COO in the presentation of quotations and tenders to the Trust Board and in the preparation of regular reports of completed work and work in progress.
• To act as project manager for all building works carried out at the Trust and to provide regular reports to the COO.
• Work with the project team to plan major development programmes, advising on the site/buildings/plant and attend project meetings as required.
• Prepare outline specifications and tender evaluations and appoint and manage contractors.
• Scrutinise proposed specifications advising on site operations and requirements.
• Oversee contractors on site during the build phase ensuring that site procedures are followed including health and safety requirements.
• To be the client-side link with contracting staff, contribute to specifications, monitoring and review of all major contracts and services and to undertake appropriate administrative processes for specifying and letting minor contracts in accordance with established guidelines.

Leadership & Line Management

• To be responsible for the line management of all premises staff, to include participating in their recruitment and selection, identifying their training needs and drawing up their programme of work.
• Where external contractors/inspectors are employed, to monitor work and certify that work has been done satisfactorily.

Additional Responsibilities

• To manage and operate systems of staffing cover for lettings and other community usage of the premises, to advise on the security of buildings during periods of lettings and to ensure appropriate heating arrangements are made to meet lettings demands.
• Attend team meetings and staff meetings as required
• Maintain confidentiality inside and outside the workplace
• Understand and apply all academy and Trust policies.
• Undertake any reasonable additional responsibilities requested at any time by the Executive and Senior Leadership teams.
• To be aware of and adhere to applicable Academy rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).

The Skinners' Kent Academy Trust is committed to safeguarding and promoting the welfare of children and young people and requires all staff and volunteers to demonstrate this commitment in every aspect of their work.

Please apply via the URL to TES Jobs - Estates Manager

Estates Manager, Kent - Tes Jobs

Please note we reserve the right to interview prior to the closing date so early applications are encouraged.