Director of Estates and Operations - Details of Post

AN INDEPENDENT CO-EDUCATIONAL DAY AND BOARDING SCHOOL FOR PUPILS AGED 7 TO 18 IN THE HEART OF SURREY

Director of Estates and Operations Information for prospective staff

About Freemen's

was founded. We are proudly co-educational and have been since 1854, which was radical at the time, and we continue to push the boundaries of what’s possible with our forward-thinking, progressive approach.

We believe that if we can motivate pupils and staff to always give their best, the School will continue to grow and thrive. Community engagement and our impact on the world beyond our walls are at the forefront of everything we do at Freemen’s.

The School was founded in Brixton in 1854 to provide an education for the orphaned children of Freemen of the City of London before moving to the present site, Ashtead Park, in 1926. We have a magnificent site with modern buildings alongside the original Main House set in a stunning 57 acres of parkland. This idyllic setting further supports the wellbeing of our students and staff, as being here, in the park, makes coming to work a pleasure. It looks striking in every season and we are lucky to have a vast array of wildlife living in our woods.

Today, Freemen’s is an independent day and boarding school for students aged 7-18, with a strong ethos of community and service in accordance with the values on which the School

You can expect stellar exam results and academic excellence, but that’s not all. The focus within the School is on every individual finding a path which is appropriate for them, be that in the classroom, on a sports pitch or in one of the many co-curricular activities we encourage our young people to throw themselves into. Our mission is built upon four pillars of the Freemen’s education: pastoral support, House activities, academic achievement, and our varied cocurricular programme (including sport) to ensure every student realises their potential to be able to learn, lead and make a difference. Freemen’s is a place where students are keen to learn and eager to engage in the wider aspects of life at our School.

Teachers at Freemen's embody our principles for excellent classroom practice, offering innovative and forward-thinking approaches, enabling us to be a beacon of learning and teaching. We take risks in the pursuit of excellence by being brave and radical, willing to challenge the status quo. Through our 1-1 iPad programme, we

Our mission is to inspire our people to learn, to lead and to make a difference.

About Freemen's

aim to create discerning users of technology, so that staff and students can thrive in the modern dynamic world. We do all of this, in an environment where staff feel supported, by investing in life-long learning through research-led enquiry and building learning communities. The emphasis in the Junior School is on Kindness, Honesty and Fun and the Senior School picks up that message with a pastoral programme that emphasizes the importance of a strong, supportive community in which every member, staff and student, feels respected, supported and valued. As a result, we are able to support our young people to successfully navigate the tests of life they face every day.

The School is one of four independent schools managed by the City of London Corporation (The City). The City provides financial support in the form of bursaries and scholarships. Other links with the City of London and the Livery Companies are strong, which presents opportunities for staff to attend events at Guildhall and elsewhere in the City, as well as the possibility of gaining the honour of the Freedom of the City of London.

Transport links are good; the School is a mile from Ashtead station with regular services to Epsom and London and south to Leatherhead and Guildford. The M25 junction 9 is a sevenminute drive from the School.

Department Information

The Director of Estates and Operations is responsible for the strategic leadership of the facilities, grounds, estates and external contracts.

The role holder will work with the leads of the school grounds, facilities and the City surveyors team to maintain all physical aspects of the school site in line with health and safety requirements and implement new initiatives as required. The school utilises external contractors to deliver facilities management and also employs four members of staff locally. The Director of Operations and Estates is also responsible for the catering contract from an operational standpoint.

The upkeep of the school’s gardens on the 57 acre site is led by a Head of Grounds and Gardens with four grounds team members who work to ensure all school ground and sports facilities are maintained to the highest standards and are compliant with all health and safety standards.

The Good Schools Guide

"We have seen some Sixth Form centres in our time, but these sympathetically restored yet modern high ceilinged rooms, some with oak panels, are sensational."

Information about the role

Reporting to: Chief Operating Officer.

Responsible for: Facilities Manager, Head of Grounds and Gardens, Finance and Operations Officer, General Manager – Transport/Lettings/ Cleaning/School Keeping (contractor).

Key relationships with: SLT members, CoL Facilities Management and Contract Management staff, City Surveyors

Purpose of Post - Strategic

• To provide strategic and operational leadership of the Operations function, forging strong relationships across teaching, professional services and contract staff to instil a culture that promotes safety across the site and maximises the income achievable from external lettings.

• To be responsible for the safety and security of the CLFS site, delivering an effective and efficient site and facilities management service within the resources available to the school.

• Strategic management and oversight of site and facilities teams, liaising with and providing project management support to the Chief Operating Officer (COO) in both major

and minor works to deliver the long-term Freemen’s Estates Development Plan whilst meeting annual School objectives.

• To manage and provide strategic and technical leadership on all aspects of the property portfolio, ensuring compliance with all relevant legislation and ISI regulations.

• Strategic oversight of the maintenance of the School’s services and resources, ensuring all school facilities are appropriately maintained and utilized to enable delivery of school strategic objectives.

• To retain oversight of the school’s energy conservation programme and evaluate current working practices, encouraging staff to consider changes to current practices that would reduce the carbon footprint. Evaluating the City’s central log for energy consumption and making recommendations for improvements.

• Liaise with City of London Corporation officers and departments (e.g. Comptroller & City Solicitor, City Solicitor’s Department) and represent the School on relevant City of London Corporation forum meetings that support the Director of Estates and Operations role within the school.

Job description - Director of Estates and Operations

Main duties and responsibilities

Estates

• To manage security of the site 24/7, including CCTV, access control and visitor management.

• To establish Key Performance Indicators and Service Level Agreement mechanisms to develop reporting to senior management.

• Working with Heads of Service to lead and manage the Facilities, Grounds and catering /cleaning/school keeping functions to ensure delivery of objectives to provide an efficient and effective site management service to the School. To ensure co-operation between departments, evaluating current services and resources and identifying and implementing improvements.

• In conjunction with the COO, to manage day to day operations in relation to major building projects on the school site, liaising with City Surveyors and City and contract managers to ensure delivery of projects within agreed timeframes.

• To provide leadership and oversight of all operational matters including the strategic review of new and existing arrangements for site safety, security, maintenance and upkeep, including the evaluation of new initiatives or changes to existing contractual arrangements under either local control or requiring City involvement.

• Oversight of the Facilities, Grounds and cleaning/school keeping budgets including the vehicle budgets. To provide oversight and management of transport operations (including the provision of school transport

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Job description - Director of Estates and Operations

services) of the School, including vehicles owned, leased, loaned or hired; control usage and maintenance including meeting any legal requirements associated with these.

• Working with the Lettings Co-ordinator, Facilities Manager and Head of Finance, to provide leadership with regards to lettings on site assessing and managing associated risks and maximising revenue opportunities.

• To keep up to date with ISI legal and statutory developments as they pertain to estates, facilities management and building projects.

• Advising the COO of any site or facilities related issues which might affect the efficient running of the School.

Health and Safety

• Lead and develop the health and safety culture, acting as the senior responsible person, managing health and safety –delegated from the COO.

• In conjunction with the COO, to direct all aspects of the Health and Safety at Work Act legislation within the School and to ensure compliance with ISI inspection regulations across the school site and facilities. To Chair the School's Health, Safety and Wellbeing Committee.

• Ensure compliance with health and safety legislation, including risk assessments, contractor safety checks, fire risk assessments, asbestos management plan in conjunction with City Surveyors.

• Monitor the Accident Reporting log ensuring all accidents and near misses are logged and investigated. Liaise with City Health

and Safety in relation to RIDDOR reporting, ensuring compliance with legislative requirements.

• To maintain strategic oversight of the School’s health and safety procedures in relation to facilities, grounds, gardens and catering/ housekeeping, reviewing current provisions and ensuring vigilance amongst team members to adhere to the highest standards of health and safety to minimise risk to pupils, staff and visitors. Conduct regular health and safety walks of the site.

• Monitoring health and safety practices of contractors, particularly in relation to the Master Plan, ensuring adherence to the highest standards.

• Actively seek to implement the City of London’s Occupational Health and Safety Policy in relation to the duties of the post, and at all times give due regard to the health and safety of both themselves and others when carrying out their duties.

• Reporting all accidents to the COO and log via the City’s Accident Report Form procedure.

• Informing the COO of any concerns regarding Health & Safety and safe working practices.

• Undertaking risk assessments in accordance with Corporation guidelines and procedures and maintain Risk Register.

• Ensure the site is safe and secure at all times and health and safety policies are adhered to.

• Maintain all records for inspections and ensure compliance with ISI regulations.

Other Points

• Actively seek to implement and comply with the School’s Safeguarding policies and procedures and to demonstrate a commitment to the safety and welfare of children.

• Actively seek to implement the City of London’s Equal Opportunity Policy and the objective to promote equality of opportunity in relation to the duties of the post.

• All leave is to be agreed in advance with the COO.

• To undertake any other duties that may reasonably be requested appropriate to the grade.

Revision of Job Description

According to the development and requirement of the School, job descriptions may need to be reviewed and updated periodically after consultation with the job holder.

Person Specification

Please find below the qualifications, experience and technical skills required to undertake this post. Each criterion will be assessed at application (A), interview (I) or test (T) as indicated below.

Professional qualifications, relevant education and training

• Educated to degree level or equivalent (A).

• A recognised Health and Safety qualification such as a IOSHH / NEBOSH in Occupational Health and Safety General Certificate or equivalent (A).

• Strong people management skills (I).

• Good knowledge of Fire Regulations and Health and Safety at work legislation, as well as ISI regulations (A, I).

• Strong written and verbal communication skills including the ability to liaise with all stakeholders to engender team working and co-operation (A, I).

• Skilled in negotiation and persuasion to ensure the needs of the school are represented at all stages (A, I).

• Proven project management experience and ability to deliver key strategic projects on time and on budget (A, I).

Experience required, including budget holding experience

• Proven experience in a similar role managing key strategic projects in a results-orientated organisation and a strong track record in operations management (A, I).

• Proven experience of the strategic oversight of major building programmes ensuring stakeholders are engaged and milestones are met (A, I).

• A good understanding of risk management and how it impacts on project delivery (A, I)

• Experience of establishing and delivering on Key Performance Indicators and Service Level Agreements (A, I)

• Experience in proactive decision making and managing change including finding innovative ways for working and improving existing systems (A, I).

• Highly organised and able to manage own performance, working effectively to achieve cross team and strategic goals in a systematic manner with attention to detail (A, I).

• Experience of leading and managing teams (A).

• Experience of managing budgets (A).

• Strong business acumen with a record of performance improvement in a large organisation delivering creative solutions and value for money (A, I).

• Experience of working with listed buildings and the challenges this presents (A, I).

• Experience of working with children and a demonstrable commitment to the safety and welfare of children (A, I).

Technical skills

• Computer skills in MS Office and specialist software packages including project management software.

Other relevant information e.g. working hours or desirables

• Some out of hours working may be necessary at times to ensure events and projects are delivered safely and to schedule

Note to Applicants

The qualifications, experience and technical skills will be used in the decision making process for recruitment. Please give examples of how you have exhibited these behaviours in your previous role(s). It is essential you address the criterion marked as (A) on your application form in the section for supporting information. Be as specific as possible, we will assess your application solely on the information provided. Try to provide evidence, by examples, where possible, of skills, knowledge and experience.

"This friendly, grounded and well-run school takes the pressure off getting academically bright young things into senior schools and seems to a knack of making challenging work seem fun."

The Good Schools Guide

Professional expectations of staff

Safeguarding

Staff will be kind, fair and respectful to students and each other, challenge others when they are unkind, unfair or disrespectful and have the highest regard for the students’ safety and their safeguarding duties, whether on or off the school premises.

Appearance

Smart professional dress, or appropriate co-curricular clothing, at all times.

Availability

Prompt attendance during the School’s operating hours and a commitment to completing School business is expected.

Awareness and use of Freemen’s policies

Staff will be able to access and use policies as necessary, and read and act upon them appropriately.

Behaviour

Staff will establish Freemen’s as a place of learning and will determine clear boundaries of behaviour, based on mutual respect and trust. Staff will have high expectations of students and will manage their behaviour effectively.

Collective responsibility

Staff share collective responsibility for Freemen’s standards, reputation and property, should treat them with respect and care, and insist others do likewise.

Communication

Staff will expect high standards of communication from students and will, in turn, demonstrate accurate, timely and appropriate communication when dealing with students, parents and colleagues.

Ethics and behaviour

Staff will uphold public trust in the profession and the reputation of Freemen’s by maintaining high standards of ethics and behaviour, within and outside School. They will be respectful and tolerant of the rights of others, including colleagues, and not undermine fundamental British values, including democracy, the rule of law, individual liberty and mutual respect, and tolerance of those with different faiths and beliefs. They will ensure that their personal beliefs are not expressed in ways which exploit pupils’ vulnerability or might lead them to break the law.

Learn, lead and make a difference

Leaders

Staff will be leaders in the School, exercising good judgement and modelling the behaviour and habits that are expected of the students.

Learners

Staff will show and share a passion for their subject or discipline(s). They will seek to develop as professionals and as specialists, will be open to feedback and will seek opportunities to collaborate with colleagues and engage with relevant research.

Planning

Teaching staff will have a sense of where the lesson fits within the scheme of work and plan well-structured lessons using an appropriate range of pedagogies.

Use of feedback

Staff will seek to use feedback for themselves and if appropriate, their students and will complete assessments and reports in a timely fashion in the appropriate manner and style.

How to apply

Applicants should send a letter of application and a completed application form to the Headmaster via CLFS-Recruitment@cityoflondon.gov.uk, by Friday 27 October 2023.

Shortlisted candidates will be called for first round interviews on Wednesday 1 November 2023 and second round interviews will take place on Friday 3 November. Early applications are encouraged and candidates are asked to note that Freemen’s retains the right to interview and appoint at any time during the application process. Candidates can expect to be interviewed by members of the Senior Leadership Team, meet members of the department, tour the school, and discuss how they will help Freemen’s achieve its mission and aims. Depending on the post other tasks may also be required.

Freemen’s acknowledges receipt of all applications, if you have not received confirmation of the safe receipt of your application within two working days please call the School or email CLFS-Recruitment@ cityoflondon.gov.uk to check on its status.

The successful candidate must be able to satisfy the City of London’s health requirements and a confidential medical assessment by the City of London’s Medical Officer is required.

The City of London Freemen’s School is committed to safeguarding and promoting the welfare of children and young people and expects all employees to share this commitment. The successful applicant must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (Enhanced Disclosure).

The Good Schools Guide

"Friendly was the single most uttered word used to describe the school by students, while parents report that their offspring are happy. ‘Kind’ and ‘non-judgemental,’ we also heard, with support on tap."

Your benefits

City of London benefits:

Local Government Pension Scheme (LGPS)

Contributory defined benefit

• CityBenefits - discounts and cashback.

• Wellbeing resources.

• Sponsorship to become a Freeman of the City of London.

Family friendly

Significantly enhanced maternity, adoption and shared parental leave entitlement

Sports and Leisure:

Free lunch and refreshments

The option to join Supper Club at a subsidised rate

• Discounted gym membership.

• Free use of the fitness suite.

• Staff social and sporting opportunities including pilates, yoga and five-a-side football.

• Free staff swimming and weekend family swimming for staff.

Annual Leave 25/29 days (subject to grade) plus bank holidays increasing with service.

Cycle to work scheme

Up to £3,000 salary sacrifice

Learning and Development:

• In-house and externally run CPL

• Enquiring Schools project

• Support for professional development appropriate to the role including Apprenticeships/Masters.

Season Ticket Loan

Free parking on site

Access to on-site facilities

Wellbeing:

• Up to 2 days’ paid leave for volunteering.

• Cash back on private health care treatment.

• Access to on-site Medical Centre.

• Staff Wellbeing Committee.

• Confidential Employee Assistance for staff and their families.

• Emergencies-only approach to out of hours email.

Campus Map

Centre 11. Junior School (Kemp House) 12. Boarding (Walbrook House)

13. Music School and Recital Hall

14. Main House

15. Sports Hall

16. Swimming Pool

17. Cricket Pavilion

18. Tennis and Netball Courts

19. Astro Pitch

20. Cricket Nets

21. Cricket Pitch

22. Italian Garden

23. Rugby and Football Pitches

24. Green Room

Click here to view 360 Tour of campus

25. Fire Assembly Point

26. Bus Stop

27. Upper Car Park

28. Lower Car Park

29. Service Gate (KT21 1JB)

"A down-to-earth, friendly school that’s comfortable in its own skin rather than relentlessly trying to show off its most polished side – and is all the better for it. Just the ticket for parents after a high-quality, stress-free route for their academically bright sons and daughters from age 7 right through to 18. Almost unique around here."

The Good Schools Guide