Manager - School Operations

JOB PURPOSE:

GEMS Al Barsha National School is currently seeking to appoint a Manager of
School Operations.
The post holder will be fully responsible to effectively manage all non-
education related activities within school business operations.
The incumbent will continuously strive to exceed internal & external customer
expectations, capitalizing the economic profit and return on capital
investment, while embracing the GEMS Core Values.
To embody the values, vision and ethos of GEMS Education and assist the
Principal/CEO in delivering policy which will ensure high quality and
successful outcomes.
Job Scope
* To be responsible for development, maintenance, safety, security and cleanliness of the School building
and grounds, ensuring that the site and facilities are available for School
use and other users at all
times.
* To be responsible for the organisation and delivery of administration and support services across the
School ensuring efficient and effective staff deployment and, with the
Principal/CEO, recruitment of well-
trained and high quality staff.
* To provide advice and strategic guidance to the Principal/CEO, Senior Leadership and Corporate Office
on business, financial and operational matters and be accountable for their
effectiveness using robust
performance management systems.
* To ensure that all staff are supported with high quality continuous professional development and
training which contributes to the development and achievements of the School.
* To support the Principal/CEO in achieving the key strategic objectives for the School through
formulating and leading on specific aspects of the School business and/or
improvement plan.
* To actively encourage, and lead on environmental sustainability targets across the School site.
KEY ACCOUNTABILITIES:

To ensure the security and efficient operation of the School site, buildings
and grounds at all times,
in accordance with current Health & Safety guidance.
* To ensure all repairs and maintenance at the School, including the inspection of required repairs and,
where necessary, the appointment of external service providers in line with
the Corporate Estates
team.
* Monitor the performance of external contracts to ensure high standards of service and value for
money are maintained throughout the School at all times.
* To devise, plan and deliver the business strategy for the School, including the development of
policies, systems, processes and safeguarding.
* To manage the relevant budgets and expenditure, reducing operational costs but ensuring the
School receives value for money at all times
* To ensure the School complies with current Health & Safety legislation and/or guidelines as issued
by GEMS Corporate Office advising the School Leadership team accordingly.
* Direct and develop the performance and working hours of the administration and support service
teams to ensure high standards of service are maintained throughout the School
and that all teams
provide a friendly, efficient but effective disciplined service

Be contactable outside normal School hours, and where required attend site
inline with the GEMS Critical
Incident Response Protocols.
Relationship / Stakeholder management
§ Embrace and encourage the ethos and standards of excellence as defined in
the GEMS Core Values.
§ Develop and implement processes to self-regulate within a GEMS school the
adherence to international
& national laws, ethics, cultural sensitivities and norms. Embracing
responsibility for the impact of all
activities within the marketplace (external customers), workplace (internal
customers) and community
(environment).
§ Ensure the school makes the best possible use of resources through effective
planning, management and
prudent financial considerations.
§ Understand the effects and implications of government policies, legislation
and directives, developing
effective strategies for current initiatives and long-term educational trends
and developments.
§ Manage and oversee efficient operations of school administrative functions.
Health, Safety & Environment
§ Complete knowledge of local Government health and safety regulations,
particularly issues specific to the
school and how they relate to students, staff, visitors, contractors and other
users of school premises and
facilities.
§ Ensure effective health and safety risk management within the school, as
well as closely monitoring
compliance of third-party service contractors.
§ Be aware of the importance of a disaster recovery plan and its place within
the management procedures
of the school. § Implementing risk assessment and loss-prevention strategies.
§ Manage all aspects of school business management in a sustainable and
environmentally-friendly manner. § Formulate, monitor and implement the
school's safety policy to comply with the requirements of Health and Safety
guidelines, and other local legislation. § Act as the school's health and
safety coordinator and GEMS Incident Commander. § Oversee the management the
security of the school site. § To ensure the site, buildings and grounds meet
health and safety requirements in line with current legislation at all times
and reporting any trends or weaknesses to the Principal/Corporate Safety team.
§ To ensure all records are kept in line with legislation of the servicing of
fire fighting equipment, legionella, emergency lighting and servicing of fixed
safety systems and identifying faulty items § To ensure fire warning systems
are maintained in line with current legislation and that regular fire
evacuation procedures are undertaken with all users of the School site §
Ensure relevant training is provided to all staff and training records kept §
Implement and develop first aid provision across the academy ensuring cover is
available at all operational times and that users receive a fast, quality
treatment § To promote and monitor a safe working environment to the school
and provide regular reports to the Principal identifying weaknesses or
improvements to provision.
School Operations (including commercial affairs)
§ Apply incremental or radical change by revolutionizing business processes,
product offerings or services
resulting into self-sustaining increased value at reduced operational cost;
therefore retaining existing
customers, attracting current non-customers, and ultimately stimulating
profit.
§ Use financial management information, especially benchmarking tools, to
identify areas of relative
spending, access trends and directly advise School leadership accordingly.
§ Manage all procedures and resolve any problems, including:
o Ordering, processing and payment for all goods and services provided to the
school
o Asset register management
o Management of Third-Party contract services (KPI monitoring)
§ In collaboration with Principal/CEO and Accounts Officer, direct annual
budgeting and planning process
for the organization's annual budget.
§ Monitor, track and manage individual department budget spend.
§ Prepare monthly variance analysis of administrative expenses, actuals vs
budget and reforecast
§ Ensure Delegation of Authority processes and procedures are followed at all
times.
§ Follow and collaborate with Accounting Department requests in preparation of
annual audit.
Facilities Management
§ Manage facilities maintenance of the school site and buildings. Where this
services is subcontracted to a
Third-Party provider, manage and oversee preventative maintenance schedules
and the efficient
operation of all facilities on the property.
§ Oversee School campus lighting, heating, ventilation, water provision,
energy conservation, waste
management, etc.
§ Manage the upkeep of playing fields, gardens, all-weather surfaces, tennis
courts and land drainage.
§ Purchase, repair and maintain all furniture and fittings, both within the
school and within staff
accommodation units.
§ Be responsible for the procurement of overseas hired staff accommodation
leases and negotiate lease
rates according to local property regulations.
§ Manage the use of school facilities in provision of Third-Party services to
include:
o Catering & Refreshments
o School transport, and drivers
o School shop (books/uniforms, if applicable)
o Bookings for school facilities
o Provision of facilities for after-school activities § Directing and planning
essential central services such as security, maintenance, health & safety,
cleaning, waste disposal and recycling. § Checking that agreed work by staff
or contractors has been completed satisfactorily and following up on any
deficiencies to the initial scope of works. § To be responsible for
utilisation of space and resources for buildings, or re-organising current
premises. § To ensure daily monitoring of the BMS and BMS alert systems (where
installed) are carried out amongst the site services teams and that all
building services operate smoothly implementing a programmed maintenance
schedule using competent persons in line with current legislation. § Ensuring
daily checks of the site are carried out by the site services team for
vandalism, items requiring building maintenance, security of the site and
ensuring cleaning standards are acceptable. § Implement a planned programme to
ensure School site is litter/gum free as far as reasonably practicable and
that all internal and external areas are kept clean and tidy and policy is
adhered too. § To ensure that security systems and provision is in place at
all times and identify trends or weaknesses within the site systems and
develop with GEMS Corporate Safety team where appropriate. § To ensure the
CCTV system complies with the data protection act and relevant current
legislation. § To promote and ensure safe parking procedures on site ensuring
these are adhered too. § To promote community use of the facilities as a
desirable venue for conferences, meeting and community activities offering a
clean, safe and inspiring venue at all times.
People responsibilities
§ Be responsible for general personnel matters, including employment clearance
for new staff (medical
checks, child protection) and issuing contracts of employment to non-Academic
staff.
§ Maintain confidential staff records for all Administrative staff via HR
teams.
§ Provide leadership and guidance for support staff, including direct line
management responsibility where
appropriate.
§ Manage the recruitment, professional development, appraisal and training of
all Admin and Support
staff.
§ Plan, arrange and report on staff development aspects for all support staff
to identify talent.
§ Ensure comprehensive knowledge of local Government Labour laws and required
compliance.
General
§ To write, review and amend relevant policies for approval by the Principal.
§ Ensure that schools are fully compliant with local Government authority
regulations to safeguard against
fines of any nature as a result of non-renewal of contracts at school level
§ To carry out any other reasonable duties as directed by the Governors or
Principal
QUALIFICATIONS, EXPERIENCE & SKILLS:

Expected Qualifications:
Minimum a BA, or equivalent (advanced) diploma / Certificate of School
Business Management / Facilities
Management / NEBOSH or IOSH
Expected Experience:
At least ‎5 years' experience in a senior level position within a service
oriented industry Job-Specific Knowledge & Skills: § Fluent English
communication skills, written and oral. § Attention to detail with diligent
follow up, and able to execute in a timely manner. Skilled in multi-tasking
and handling pressure. § Organizational ability, of self and others. §
Forethought and forward planning (particularly as this relates to local
Government compliance matters). § Capable of influencing people and talented
in networking with cultural sensitivity. Good interpersonal skills § Strong
and consistent supervisory skills § Commercial acumen § Initiate effort and
energy beyond the typical workday, where the tasks require additional
commitment.