Facilities Services Manager

THE POSITION

We have an exciting opportunity for an enthusiastic individual to lead our existing Facilities Service provision in providing a high quality and responsive custodial and domestic service across the School’s estate.

The School’s Caretakers and Domestic staff are part of a multi-disciplinary Facilities Team consisting of four Caretakers, two Maintenance staff, three Grounds staff and twenty-four Domestic staff. The successful candidate will be required to manage the delivery of hard and soft facilities services including custodial, security and domestic support for the whole School.

Most of the skills (and characteristics) required by the Facilities Services Manager at RGS Newcastle are the same as those required by all managers and team leaders.

The difference rests primarily in the level of those skills, the attitude, behaviour, and confidence necessary for them to a lead and manage the outcomes of a pivotal operational group.

THE SCHOOL

In 1525, the Mayor of Newcastle, Thomas Horsley, wrote his will, in which he generously gifted his estate to fund a grammar school. Five centuries later, Horsley’s vision lives on in the Royal Grammar School Newcastle’s corridors and classrooms, and his philanthropic spirit drives the RGS’s commitment to education.

Few schools can claim a 500-year history. Over the years, the RGS, has continued to flourish as the premier independent school in the Northeast of England and as one of the country’s leading schools – consistently topping the regional table for academic excellence.

Today, RGS is a fully co-educational school with over 1,300 students aged 7-18 (Years 3 to 13). Its academically selective places are highly sought after. The school has more than 250 students in the Junior School, which shares the same outstanding site as the Senior School. Its Sixth Form is one of the largest in the independent sector, with more than 340 students.

While RGS prides itself on academic excellence, the school is also known for its emphasis on a holistic education. The school’s ‘There’s More to Life’ approach informs its holistic education, which is central to students’ success, health and happiness.

RGS is based in the heart of Newcastle, immediately opposite Jesmond Metro station. The school occupies over 30 acres of land and has state-of-the-art facilities, including five new art studios, a new library, a modern Sixth Form Centre, a 25m swimming pool, two Sports Halls, a Performing Arts Centre, outdoor football/rugby pitches at Mooracres, an artificial turf pitch for hockey and the former County Cricket Ground.

MAIN DUTIES AND RESPONSIBILITIES

The following list is illustrative of the main duties and responsibilities of the Facilities Services Manager. It is not exhaustive but is a guideline to the main requirements of the role:

Safeguarding

• All staff have a responsibility and duty of care to safeguard and promote the welfare of students.
• Staff must be aware of the systems within the School which support safeguarding and must act in accordance with the School’s Safeguarding and Child Protection policy and Code of Conduct.
• Staff will receive appropriate child protection training and online safety training which is regularly updated.

Primary Role

• To proactively lead a team of 27 facilities staff including, including 5 direct reports.
• To ensure all the school’s buildings and facilities are cleaned and maintained to a high standard. The estate is secure and safe, ensuring duties and responsibilities are carried out in accordance with the relevant RGS policies and procedures and in line with the School’s routines and schedules.

Health and Safety

• To assist the Head of Facilities and Estates in providing a safe environment for the school community and its visitors.
• Manage operational risks by conducting risk assessments, writing SSoW and CoSHH assessments and ensuring appropriate controls are always in place.
• Test fire alarms weekly and maintain the test register.
• Ensure all facilities related statutory compliance and safety monitoring activities are carried out and appropriate records are maintained. Report any anomalies and take remedial action as necessary.
• Ensure the School site including plant rooms are tidy and that no flammable materials are stored there.
• Report serious hazards and occurrences to the Head of Facilities and Estates immediately, making safe any hazards and ensuring the area is cordoned off.
• Ensure all materials, tools and equipment are always in a safe condition.

Security and Emergency

• The postholder is responsible for alarms and security including out of hours cover and security patrols.

Site Supervision

• Advise on caretaking and domestic matters and their implications on the School operation.
• Undertake first line assessment of any faults in heating, lighting, plumbing, security systems and the swimming pool to ensure they operate safely and efficiently.
• Monitor, record and report any defects to buildings, furniture, fittings and equipment to the Head of Facilities and Estates and other responsible facilities team leaders.
• Regularly check roofs for pooling, loose tiles, plant growth etc.
• Keep an accurate record of all mandatory monitoring activities, taking action on those findings as required.
• Ensure the safe and efficient operation of all mechanical, electrical and heating/ ventilation services and fire detection systems, reporting issues to the Head of Facilities and Estates as above.
• Be aware of the location of all stopcocks, water, gas and electricity meters.
• Manage the provision of minor repairs to furniture, blinds and internal fixtures and fittings such as taps, toilet seats and luminaires.
• Ensure that all allocated equipment, furniture, and materials are stored safely and securely to prevent unauthorised access and potential accidents/misuse.

Reporting

• The post holder will report to the Head of Facilities and Estates and deputise in their absence.
• Report incidents to the DFO/Head of Facilities and Estates and record these in relevant log(s).
• Report serious hazards and occurrences to the Head of Facilities and Estates immediately, making safe any hazards where possible and ensuring the area is cordoned off.
• Identify and report maintenance and repair jobs to the Maintenance Department (verbally, helpdesk etc.)
• Identify and report Health and Safety incidents (near misses), accidents and hazards to the DFO, Head of Facilities and Estates and other relevant parties.

Management

• Be an active contributor to the Facilities Department’s schoolwide work.
• Manage and monitor the effectiveness of the custodial and domestic teams.
• Compile the duty rotas for both groups.
• Attend and participate in team meetings, training activities and performance development as required and lead directly the training needs for both the Domestic and Caretaking teams.
• Liaise with external contractors if required in the absence of the Head of Facilities and Estates.
• Support the Head of Facilities and Estates in monitoring the effectiveness of external contractors.
• In collaboration with other departments and the School’s Commercial Manager ensure facilities are safe and appropriately available for users, monitoring both internal & external users of the school facilities.
• Manage the School’s vehicle fleet.

General Duties

• Maintain the inventory of stocks and supplies and order essential materials ensuring Caretakers & Domestics have adequate tools and equipment to carry out their duties.
• Manage the facilities team to ensuring deliver a timely and excellent service to all School stakeholders.
• Manage the setting up for events and clearing away afterwards to ensure the School is ready for pupils the following day.

QUALIFICATIONS/TRAINING/KNOWLEDGE/SKILLS

The Facilities Services Manager needs to be practical, and intellectually curious with a good understanding of “how things work” (Electrical, Mechanical, Pneumatic, Hydraulic) with a good level of understanding of vehicular and mechanical systems.

Essential

• A willingness to actively support the ethos and aims of the School.
• A professional approach to work including good timekeeping, a tidy appearance, and a courteous manner.
• Additionally, flexibility and sensitivity to the needs of a wide range of users of the School is essential.
• Experience of facilities management.
• Experience of working in a school or similar environment.
• Awareness of the main requirements of health and safety legislation and good practice relevant to their duties.

Desirable

• Facilities Management qualification or equivalent at level 4 / 5
• IOSH or NEBOSH qualifications would be an advantage as would a willingness to be a member of the School’s Health and Safety Committee.
• Pool Plant Operator and understanding of legionella safety
• Working At Height training or willingness to undertake this.
• Asbestos training or willingness to undertake this.
• First Aid training or willingness to undertake this.

Practical/ Technical

• They must have the aptitude to comprehend all the training required for their role and to help their team understand that training. That capacity is also required for the personal interaction described below.
• They must be able to work independently and often with limited supervision. Additionally, have a creative and inquiring mind with the ability to research for accurate and reliable information.
• The Facilities Services Manager needs to be creative and a problem solver but have an awareness of the limits of their own knowledge and understanding.

Personal Attributes

• The Facilities Services Manager must be confident and able to put their view or point across to all members of the School community and its visitors in a considered and compassionate way. They may also be invited to join meetings and committees with senior colleagues and external visitors which requires confidence and the ability to articulate a concept or idea clearly and without ambiguity.
• The post holder spends much of their time interacting with fellow operational staff, middle and senior leaders, teaching staff, students, visitors, contractors and parents. It is essential that they are seen at all times to be professional and helpful. Above all, they must be viewed as a person that cares about what they are doing.
• Good communication skills are essential. The school is dynamic, and the work often complex the ability to communicate both verbally and in writing to a high level are at the core of this appointment; and as the School continues to move toward IT centered communication there is a definite need to have good IT competence.
• Teamwork is vitally important to the success of School’s facility operation. Therefore, the Facilities Services Manager must be empathetic and understanding of their team and of its place within the school’s operational environment.
• A disciplined approach to work and their personal and professional interactions is vital to success in this role. They are empowered to be a decision maker but must be appreciative of the limits to their authority.

MAIN TERMS AND CONDITIONS

• The start date for this role will be as soon as possible following completion of the School’s Safer Recruitment checks.
• The post will report to the Head of Facilities and Estates and sit within the Schools Operational Team.
• This is a permanent role with the school and the successful candidate will be employed on an all-year-round contract which includes attendance on all staff days and training days throughout the year.
• The successful candidate will also be expected to work the mandatory safeguarding training day in September each year, which is compulsory for all staff.
• The successful candidate may also be required to work limited special events in school (e.g. RGS Day) with advance notice being given by the School.
• This is a full-time, full year permanent role and includes all staff training days and the compulsory safeguarding training day at the start of each academic year (date varies each year).
• Working hours will be 37.5 hours per week, normally 7.5 hours/day, 8.30am-4.30pm Monday to Friday, all year round.
• The successful candidate will be requested to opt out of the Working Time Regulations and agree to work for more than an average of 48 hours a week over a 17-week period at certain times.
• Holidays – This role is not limited to term time only and the school offers a generous annual leave entitlement of 31 days plus Bank Holidays for staff who work all year round. Staff are required to save 5 days of annual leave for when the school is closed over the Christmas period.
• The successful candidate is entitled to a 30-minute unpaid lunch break.
• The salary will be in the range of 34-38K gross per annum and the actual salary offered will reflect the qualifications, experience and skills offered by the successful candidate.
• RGS staff salaries are reviewed on 1st August each year.
• The employee will be required to comply with a range of RGS policies, particularly those regarding GDPR, use of ICT facilities, Child Protection, Staff Code and Health and Safety, a copy of which will be made available.

WHAT WE OFFER

Please refer to the full job information pack for details of our excellent staff benefits

HOW TO APPLY

Candidates are advised to read the ‘Information for Applicants’ with particular care before applying.

Enquiries about this post should be made in the first instance to Simon Lymn (Head of Facilities and Estates) in the first instance. For an informal chat about the post, contact Simon Lymn on 0191 281 5711.

The closing date for this post is 9.00am Monday 12th May 2025

Please visit www.rgs.newcastle.sch.uk/join-us/work-with-us to access our application form and further information for applicants.

Applications should be sent directly to jobs@rgs.newcastle.sch.uk and should include:

1. A covering letter and

2. A fully completed RGS application form.

Note: You must complete the application form, even if you want to also attach a CV.

Interviews will be held shortly after the closing date. We will hope to make the appointment as soon as possible following interview, offering the post and gaining acceptance.

Safeguarding and Safer Recruitment

RGS is committed to the safeguarding of children and promoting the welfare of children and young people and expects all staff, volunteers and those working in school to share this commitment. The school applies the Government’s Keeping Children Safe in Education Safer Recruitment procedures to all candidates including appropriate pre-interview checks on shortlisted candidates and pre-employment checks pending any offer. More information regarding the checks can be found in our Information for Applicants here, and ‘Keeping Children Safe in Education’ (September 2024)

Equal Opportunities  

We are looking to appoint staff from a wide variety of backgrounds. Not just because it is the right thing to do but because at the RGS we recognise that those different experiences provide fresh perspectives, opportunities to challenge existing beliefs and provide opportunities to act as excellent role models for our diverse student body. We are committed to creating an inclusive and diverse school culture and our staff are at the heart of this. We are proud to be an equal opportunities employer, and all qualified applicants will receive consideration for employment regardless of neurodivergence, age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

We strive to achieve a diverse workforce, fully representative of our pluralistic society and the ethnic make-up of the student population in the UK. People of colour are under-represented on our staff team. We are keen to attract applicants from a diverse pool of candidates and determined to be a fully inclusive employer, and a great workplace for people of Black, Asian, and ethnic minority heritage as well as White heritage.

We encourage all candidates to complete an ‘equal opportunities’ form with your application. This will be sent directly to the HR team for monitoring purposes.

CONTACT DETAILS

Royal Grammar School, Eskdale Terrace, Newcastle upon Tyne, NE2 4DX

Tel: 0191 281 5711

General enquiries: communications@rgs.newcastle.sch.uk

www.rgs.newcastle.sch.uk