Site Manager

Key Purpose
As a Site Manager you will be the first point of contact for a variety of Facilities Management (FM) requirements, providing building users with an excellent FM service, focusing on proactive customer service. This remit will be for a cluster of sites within the estate portfolio.
Working closely with the site senior campus management team (this may differ depending on each site, e.g., Assistant Principal, the postholder will assume responsibility for the site(s) ensuring that the needs and priorities of the site(s) are delivered. Therefore, the postholder will have a dotted management line to the Assistant Principal at their site(s).
The role will have responsibility for managing and coordination of all Estates Site management activities, including liaison with wider estates team and Curriculum Management.
This will be a site-based role, depending on the number of sites that are assigned to the postholder. The site(s) may change depending on the operational needs of Capital City College Group (CCCG).
The postholder will assume responsibility for their site(s), whilst being accountable to the estates & facilities department, ensuring that agreed and expected standards are being met at all times.
Main Duties and Responsibilities
Point and control measures -
Supervise the day-to-day smooth running of the site and line management reports.
Daily liaison with the site senior campus management team to ensure their needs and priorities are delivered.
Manage, co-ordinate, and as required, carry out, planned preventative maintenance and reactive work as required to ensure contracted SLA deadlines are adhered to.
Act as first response to reactive maintenance issues and make safe where required, providing updates to the helpdesk team in-line within internal procedures.
Escalating communications and feedback wherever appropriate
Liaise with the site senior curriculum team and estates and facilities team to ensure that the site(s) is prepared for exams, open days, enrolment, parents’ evenings, community events etc and support where required
Daily coordination and liaison with the on-site estates and facilities management team/contractors to ensure services are planned and delivered according to the requirements of the site and that the outputs of the estates and facilities service are met. This includes but not limited to;
Monitoring of daily completion, open and on-hold work orders
Reviewing on a weekly basis with the site’s Estates team on progress to date, future planning and lessons learned.
Review on a weekly basis in the form of a ‘1-2-1’ meeting with appointed Curriculum lead.
Ensure the safe upkeep and smooth running of the site(s) from an estates and facilities perspective including but not limited to cleanliness, maintenance etc. This includes but not limited to;
Manage and maintain all statutory compliance records for respective site and raise work orders for remedial / action points
Conduct Health & Safety audits,
room checks, and workplace assessments of the site(s) on an agreed basis and investigate and report on issues outstanding, repair shortfalls, and work performance standards.
Follow up on audit findings to ensure rectification complete.
Ensure compliance with safe systems of work, risk assessments, method statements etc. and all relevant documentation is adhered to in accordance with company health and safety policies.
Log work requests on the Computed Aided Facilities Management (CAFM) system and update the site senior curriculum team, estates and facilities team and helpdesk team as required/appropriate.
Escalate and follow up on the status of work requests logged on CAFM system and update the site senior curriculum team, estates and facilities team and helpdesk team as required/appropriate.
Operate and maintain clear and legible records as required, to ensure completeness of evidence gathered and record keeping.
Thorough excellent engagement with the on-site senior curriculum team, estates and facilities management team/contractors, plan and prioritise time to ensure timely delivery of reviews and contribute to the achievement of the overall team plan.
Maintain effective relationships to ensure users are satisfied with service delivery e.g., department/ managers, and other service users.
Planning own workload deciding upon priorities for own work area, liaising with other support functions i.e., IT and contractors, whilst balancing service demands.
Once agreed by the relevant estates and facilities management team, raise purchase orders as instructed on to the CCCG finance system, for necessary additional works as appropriate.
Be proactive in suggesting new ways of working and constantly looking for efficiencies within the site operations.
Be conversant with current Health & Safety legislation with relevance to safe working practices.
Assist in the coordination of fire evacuation drills.
Improving the sustainability of the site(s), showing a leading onsite example to the Facilities Officers and wider onsite colleagues in day-to-day activities e.g., waste management, consumables management etc.
Work with managers to ensure buildings are managed in line with all relevant Health and Safety regulations and statutory requirements for example ensuring the building is COVID secure procedures are adhered to, Health & Safety maintenance of equipment is up to date and tested.
Understand the service levels of the service provided and ensure that service provision is in line with agreed deliverables. Supporting the team to organise and prioritise workload.
Undertake on-site inductions and keep an up-to-date log of such inductions.
Maintain a good relationship with site curriculum teams and understand their business and pressures.
Keep up to date the Site Management Action Tracker, discussing an updating the tracker with the Assistant Principal.
Communicate and coordinate with internal departments, follow up on customer interactions
Attend and contribute to site curriculum team and estates and facilities team meetings.
Ensure that the team present a professional, can-do approach to their customers.
Address complaints from within the building, investigate and working with the relevant teams to make decisions to resolve these complaints as they arise or in a timely manner.
Direct requests and unresolved issues to the relevant site curriculum team or member of the estates and facilities team.
Have a sound knowledge of events taking place at the (site) including exams, open days, enrolment, parents’ evenings, community events etc.
Attendance at regular campus estates and H&S meetings with the Assistant Principal.
Leadership and Management
The postholder will be accountable to the estates & facilities department but responsible for the site(s).
Management of Staff
The post holder will have line management responsibilities for Fabric Maintenance & Facilities Operatives at the designated site(s).
External Liaison
The postholder will be responsible for managing on-site contractors and liaising with/and coordinating contractors.
Development, management, and monitoring of contractor site inductions.
Wider Responsibilities
Carry out any additional duties as the role dictates.
Be prepared to be flexible, to be based at alternate sites and to cover in the event of sickness or holidays as the job dictates.
Coverage of site events may involve a flexibility to shift patterns, should the event be early or late in the day, to ensure the event goes ahead within expectation of logistics
To comply with all CCCG policies, including but not limited to GDPR compliance, confidentiality and Health & Safety and Safeguarding
This job description sets out the key tasks and responsibilities of the post and is not intended to be comprehensive. It must be regarded with a degree of flexibility to meet the changing needs of the organisation and general business needs. See Appendix A for further details of duties and competency level.
Expectations of the Post Holder
To demonstrate model behaviours that, at all times, are consistent with an open, inclusive and participative style.
To be proactive in identifying and pursuing opportunities that are appropriate to maintaining his/her professional development, and actively participate in the Group’s appraisal scheme.
To carry our out his/her duties at all times with due regard to the Group’s policies, including Safeguarding, Health & Safety, Equal Opportunities, and GDPR, and participate in training as and when required.
To work flexibly and to undertake such other duties that may reasonably allocated by the line manager.
Special Conditions
The nature of this post means that the post holder may need to travel from time to time to other College centres and external venues.
The post holder will be contracted to work for a defined number of hours per week, but it is a requirement of this post that the holder will flex these hours to reasonably meet the needs of the service, which may include working occasional evening and weekends.
This post falls within the scope of the regulations requiring an enhanced Disclosure & Barring Service (DBS check).
N.B. This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive listing of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.
EDI
We are committed to creating and promoting a diverse and inclusive workforce that better reflects the wider community we support. We particularly welcome applicants from groups currently under-represented in senior roles, including Black, Asian and Minority Ethnic (BAME), people with disabilities and from the LGBTQ community.
Safeguarding
We are committed to safeguarding and promoting the welfare and safety of our students and expect everybody working for the Group to share this commitment. We actively seek DBS enhanced clearance checks for applications of employment as part of our safeguarding procedures.
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