Job Profile
When joining the Frontier Learning Trust, the post holder will form part of a close-knit working community and will be responsible for supporting the Trust’s aims and ethos.
The Assistant Estates Manager will report to the Estates Manager and will be tasked with ensuring that related work is carried out efficiently and effectively and within required deadlines. The role will involve organising, implementing and administering both planned and reactive maintenance tasks in direct consultation with the Estates Manager. This will also include organising and prioritising routine health and safety inspections covering a range of statutory and non-statutory compliance functions.
The post holder will manage the Caretaking Team currently consisting of three caretakers and be responsible for line managing and delegating their associated workloads as well as identifying their training and development needs. The post holder will provide a key link between both the educational activities of Woodhouse College and Imperial College London Mathematics School and the Community Lettings programme ensuring that they always work harmoniously with one another across the year.
The Trust offers a dynamic working environment and as such the post holder will need to be prepared to work flexibly. The working hours are 36 hours per week. The actual starting and finishing times will vary from time-to-time to facilitate staff cover within the team. This will require the post holder, at times, to work on a shift rota incorporating early mornings, day shifts and evening work. The post holder will also be required to work on one Saturday per year to attend the Trust’s Open Day for which TOIL will be provided.
Duties and Responsibilities
Line managing of Caretaking Team
• Working closely with the Estates Manager to support the Estates Team with their workloads regarding day-to-day operations.
• Annually appraising the caretaking team – identifying training needs where applicable and supporting the team with the necessary resources required to provide a safe and effective service for the Trust.
Maintenance and Monitoring Duties
• Coordinating, organising and recording ALL soft service requests/issues including the organisation of all/any furniture requirements, investigating faults and organising all associated running repairs across the Trust.
• Monitoring of all campus cleaning, identifying and reporting any shortfalls in service to the contracted cleaning company as well as undertaking termly audits of cleaning standards for comparison and benchmarking purposes.
• Effective dissemination of goods and equipment received via post or courier.
• Supporting the Estates Manager with the monitoring of the quality and delivery of maintenance, rectification works and projects by external contractors and effectively reporting any deviations or defects from specification.
• Responding to requests in a timely, professional and friendly manner and by using the most effective platform, e.g. email or telephone.
• Undertaking effective repairs and improvements and where repairs cannot be resolved inhouse communicating these to the Estates Manager.
• Championing recycling and ensuring that the disposal of all waste materials is done in a safe, hygienic and environmentally responsible manner.
• Monitoring, recording and managing the condition of the Trust’s hard services both internally and externally including care of the 3G pitch and assisting with the maintenance.
• Preparing, planning and responding to environmental conditions affecting the campus in a proactive manner, e.g. winter and summer climate variations.
• Monitoring, recording and configuring the condition of heating, ventilation and air-conditioning systems including the control and adjustment of the infrastructure and, where possible, achieving comfortable working conditions.
• Coordinating and assisting the setting up of exams, rooms for teaching, areas for meetings and supporting the Trust’s extended events programme by being the main point of contact.
Health, Safety & Security
• Acting as chief fire marshal and proactively supporting both planned and unplanned emergency evacuations (including the Trust’s Stay in Place procedures).
• Key holder – locking and unlocking of site in line with agreed requirements and be a point of contact for out of hours call out (flat fee payable, amount tbc).
• Monitoring site security systems to ensure these are fully operational, including intruder alarms, CCTV systems and security lighting.
• Acting as a first aider and be on the first aid rota and ensure first aid provision is fit for purpose (checking and replenishing of first aid equipment e.g. defibs, wheelchair, kits) and assisting the Estates Manger with the preparation of PEEPs for staff, students and contractors.
• Participating in the organisation of health and safety inspections, safety audits for the Estates Manager (e.g. PAT testing, training as required).
• Undertaking risk assessments and risk audits and reviews for the Estates Department.
• Attending health and safety audits and reviews and meetings as appropriate.
• Undertaking health and safety training and maintaining up-to-date knowledge regarding compliance on relevant statutory legislation linked to the management of public buildings.
• Supporting the Trust in ensuring the safety of students, staff, contractors and visitors by carrying out safety checks (e.g. monitoring works and reporting areas of high risk to the Estates Manager in an effective manner).
Lettings Supervision
This will take place during normal working hours from time-to-time during the holiday periods and as and when required. You may also be offered overtime from time to time to cover evening and weekend lettings on a mutually agreed basis for which you will be paid a separate flat rate.
• Liaising with the Community Lettings Manager in advance of holiday lets.
• Acting as a front-line representative for the Trust lettings programme, ensuring all visitors have a safe and pleasant experience of using the Trust facilities.
• Assisting with the setting up and down of equipment and ensuring that facilities are being used appropriately.
• Ensuring hirers arrive and leave at the agreed time.
Other
• Deputising for the Estates Manager when they are on leave and working with the Assistant Principal of Finance to deal with any issues that arise.
• Undertaking training and development relevant to the post.
• Liaising with Community Lettings Manager to ensure spaces are available for lettings after Trust events.
• Undertaking any other duties as reasonably directed by the Estates Manager and the Senior Leadership Team.