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Facilities Support Officer

2 months ago

Chipping Norton, United Kingdom Kingham Hill School Full time

**Job Title**:Facilities Support Officer**

**Reports to**:Deputy Estates Manager**

**Location**:Kingham Hill School**

**Date**:August 2023**
- _________________________________

**Purpose of Job**

To provide support to the Estates Department in the administration and coordination of the systems and processes, that underpins the smooth running of the Estates Office.

**1. Organisation chart**

Headmaster

Deputy Bursar
Headmaster

Finance HR Manager IT Manager Administration and Catering Manager Estates Commercial
Acad (Contractor)

Manager Manager
Administration Manager

Deputy Estates
Manager

Maintenance Domestic Facilities Transport Clothing Store Grounds
Services Support

**2. Principal Accountabilities**

**General**
- Provide administrative support to the Estates Team to include providing a first point of contact for the Estates Office, receiving and welcoming visitors, processing correspondence and day to day paperwork, raising purchase orders, researching products, liaising with key personnel and developing and maintaining strong cooperative links with other staff within the School.
- Day-to-day recording of Health & Safety information, monitoring the completion of

Health & Safety repairs and ensuring other regulatory documents are kept current.
- Managing the Estates Helpdesk, communicating to our customers, planning, checking and following up on completion of works.
- Managing the fire risk software, compiling and scanning documentation, monitoring completion of mandatory tasks, auditing and supporting users in the correct use.
- Assisting the Estates team in the completion of Estates Risk Assessments and training, monitoring and reporting to the Deputy Estate Manager and/or to the

Estate Manager any areas of concern.
- Administrative duties relating to the planned and cyclical maintenance programmes for KHS’s buildings. To include contract documentation under supervision, making appointments for routine inspections, carrying out inspections, arranging and assisting with access to all buildings.
- Producing reports, spreadsheets and project timelines, and researching information as requested.
- Copying and dispatching contract documentation, ensuring that these are sent out promptly, checking receipt by contractors, and checking tenders returned on time.
- Assisting with the implementation of a ‘Permit to Work’ system for external contractors and visitors while on school and residential premises including periods when carrying out site tours. To include the management of access and escorting where necessary.
- Carrying out any other duties as may reasonably be requested to support the team by the Estates Manager, Deputy Estates Manager, Bursar and SLT.

**3. Knowledge, Experience, Skills and Personal Attributes required for**
**Acceptable Job Performance**
- Confidence with the use of IT skills (ideally Microsoft Office).
- Experience working within the field of Facilities Management (preferred).
- Experience working in a fast pace environment, multi-tasking and adapting with changing priorities.
- The ability to work independently and with others.
- Excellent interpersonal skills and the confidence to communicate effectively with colleagues, including SLT and Governors.
- The ability to prioritise, plan ahead, draw up schedules and review.

2
- An efficient, business-like and professional manner with colleagues, pupils and parents.
- To be fully supportive of the School’s Christian ethos.

**5. Requirements of the Nominee**
- The nominee is to be entitled to employment within the UK.
- The nominee will be required, if not currently employed by the School, to provide original or certified copies of their professional qualifications and provide the details of one personal and two professional referees. Acceptable references must be received before any offer of employment is confirmed.
- The nominee, if not currently employed by the School, must offer a verifiable, detailed and unbroken history of education and employment.
- The nominee should be in good health and be willing to undergo a pre
- employment medical examination by the School doctor if requested.

**6. Remuneration Package**
- This assumes 40 hrs per week all year round. Due to the nature of the role, you may be required to work such hours as shall be necessary to carry out your duties.
- You will be allowed a total of 5 weeks holiday plus Bank Holidays.
- The successful post holder will be enrolled into the School’s support staff

Contributory Pension Scheme.
- Meals are provided by the School whilst on duty and when the Catering

Department is operational.

**7. All staff are required to acknowledge**:
All Kingham Hill School employees have a responsibility towards the safeguarding of our pupils’ welfare regardless of their role at the School.

The post holder’s responsibility will be to adhere to and ensure compliance with the
School’s Safeguarding Policy, and other related policies, for promoting and safeguardi

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