School Facility Manager Colegio Vasco de Gama (Lisboa, Portugal)

School Facilities Manager Role Profile

Location: -

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: Head of School/Deputy Head of School & Head of Finance

Functional: Regional Facilities Manager and Regional Head of Property & Procurement

Purpose of Role:

The Facilities Manager role is crucial to the sustained growth of our school to help maintain our status as the school of choice in our local area and moreover to effectively deliver Amazing Learning to our students and families.

The School Operations/Facilities Manager will report directly to the Head of School and Head of Finance and will work closely with the Regional Property Team to ensure the 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. Well-being 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.
• Maintain a constantly updated database of school property in Quionia our CMMS system. Coordinate with the regional team that compliance inspections and checks are carried out documented and up to date as well as validate all documents uploaded to the system.
• 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 companys standards and all guidelines
• The guidelines for standards are set in accordance with ISP/School Policies Technical manuals and Ministry of Education (MoE)/ISP Health & Safety Audits.
• Proactively identify and raise any Health and Safety (H&S) or safeguarding risk as well as dynamic collaboration between H&S school or the Regional Team.
• To follow ISP procurement policy and raise Procurement Orders (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 coordinate all aspects of Health and Safety and Fire Safety including coordination of all Inspections to re-new school license.
• Also ensure the correct supporting documentation compliance reports are received before authorising payments to subcontractors and uploaded to Quionia (our CMMS).

1. CAPEX PLANNING

• Strategic thinking to elaborate and submit to the Regional Team the Five-Year Development Plan (5YPD) in collaboration with the School Senior Leadership Team (SSLT.)
• Small-item Capex budgeting in collaboration with the SSLT.
• Collaboration with the regional team to deliver major Capex projects within budgeted cost scope quality and time.

1. MAINTENANCE

• Manage the Building Management System (BMS) software if applicable.
• Lead support and oversee maintenance and cleaning teams at schools.
• Supervise outsourced services correct works delivery in accordance with the contracts Service Level Agreements (SLAs).
• Monitor liaise and report to maintain standards of specialist subcontractors such as but not limited to pool maintenance security transport waste management and cleaning.
• In addition ensure that timesheets are monitored and any potential financial exposure or risk is recognized and highlighted to SSLT & Head of Procurement (HoP) Iberia.
• Ensure the school delivers its additional planned in-house/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 of School and maintenance teams to produce a report of the current wear&tear school status as well as ensure an action plan is put in place and delivered timely.
• Ensure the best balance between Reactive-Preventative maintenance.
• Ensure that all facilities are functional and operational to the standards expected by SSLT.
• Ensure that all information including daily and monthly pool records is promptly entered into the designated application (SILOE Autocontrol).
• Maintain compliance with the maintenance plan by keeping it consistently up to date and providing the necessary documentation to support and justify completed tasks.
• Report the current state of the facilities to the regional team through monthly meetings.

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 and medical service waste disposal to meet applicable regulations.
• Supervise cleaning staff to ensure quality and efficient service.
• Stablish KPIs to monitor and report service levels to SSLT and the 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)
• Support the H&S Coordinator in establishing security emergency response protocols and promoting staff training. Give clear instructions to address all the potential internal and external risk factors that could cause disruption to the learning 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 the schools 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 a focus of students learning and engagement
• Drive initiatives to constantly reduce our CO2 footprint embedding a continuous improvement environment and energy efficiency culture. All implemented changes result to be reported.

1. LEADERSHIP & MANAGEMENT

• Provide proper training and ensure ongoing feedback and coaching to all schools 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 schools 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 Property Iberia 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 coordination 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 organizational 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 schools 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

Bachelors degree technical background

Training or Masters degree in Facilities Management is a plus

Senior technician in maintenance of thermal installations would be highly valued

1. Experience

Years of experience: Minimum of 2 years in Facilities Management

Desirable experience: 5 years

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.

2. 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.

3. 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.

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

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

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

7. 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.