Facilities Manager

Post title: Facilities Manager (incorporating the School's Health and Safety Officer role)

Responsible to: Director of Operations

Responsible for:

• Facilities Supervisor and in-house facilities team
• Outsourced security, cleaning, catering, maintenance and school transport providers (managed under contract)

Key relationships:

• Principal
• Director of Operations and Operations team (Finance, HR & Government Relations, Procurement & Contracts, IT)
• Head of Wellbeing (DSL) and the Health & Safety Committee
• Head of Character Building
• School Clinic provider
• Contractors and service providers
• ADEK, Abu Dhabi Civil Defence, ADPHC (OSHAD), ITC and other authorities

Location: Gordonstoun Jubail Island, Abu Dhabi

About Gordonstoun Jubail Island

Gordonstoun has been leading the way in character education for more than 90 years. At Gordonstoun Jubail Island (GJI), academic excellence is combined with outdoor education and adventure, service to others and character development. The School is committed to creating a safe, inclusive and ambitious environment in which every student can flourish. GJI also embraces the spirit of Al Sanaa - authentic Emirati customs, traditions, respect and hospitality - and expects all staff to model the School values of Compassion, Courage, Integrity, Service and Respect. Staff are expected to contribute actively to the wider life of the School and its community.

Our four pillars:

• Academic excellence
• Outdoor education and adventure
• Service to others
• Character development

Purpose of the Role

The Facilities Manager makes sure the Gordonstoun Jubail Island campus is safe, secure, clean, well maintained and ready for learning every day. The role leads facilities, maintenance and outsourced site services, including security, cleaning and housekeeping, catering, maintenance and school transport, and keeps the School compliant with ADEK, OSHAD, Civil Defence and other Abu Dhabi requirements. GJI will not have a separate Health, Safety and Environment (HSE) post during its opening phase. The Facilities Manager will therefore also be the School's appointed Health and Safety Officer and must meet ADEK's eligibility requirements for that role in full. The postholder will join before opening to oversee building handover and set up the School's facilities and health and safety systems, and will work closely with the Head of Character Building so that the risks of GJI's outdoor and adventurous curriculum (sailing, climbing, boat building and equestrian) are well managed.

Key Responsibilities

Pre-Opening and Building Handover

• Represent GJI during the final construction, fit-out and handover phase, leading snagging, testing and commissioning of building services (MEP and HVAC, fire systems, access control, CCTV, pool plant, kitchens and specialist spaces) and collecting O&M manuals, as-built drawings, warranties and asset registers.
• Obtain Civil Defence completion certificates and other approvals needed for occupation, and prepare the premises and health and safety arrangements for ADEK's pre-opening inspection.
• Set up the School's facilities and health and safety framework before opening, including policies, risk assessments, inspection schedules, the school emergency plan, the planned preventive maintenance (PPM) programme and contractor procedures.
• Work with the Director of Operations and the Procurement & Contracts Officer to specify, tender and mobilise outsourced services (security, cleaning, catering, maintenance and school transport) in time for opening.

Site, Buildings and Maintenance

• Make sure the campus functions safely and effectively every day and that all facilities are available and fit for purpose at all times.
• Manage the PPM programme, reactive maintenance and the asset register, overseeing minor repairs by the in-house team, coordinating contractors for larger works and reporting major issues and capital needs to the Director of Operations.
• Maintain specialist facilities safely, including the swimming pool, sports facilities, science and DT spaces, and outdoor education stores and equipment (e.g. boats and climbing equipment) with the Head of Character Building.
• Arrange daily opening and closing of the School, set up facilities for events, and provide or arrange out-of-hours call-out cover, while promoting efficient use of energy, water and resources.

Health, Safety and Environment (Health and Safety Officer)

• Act as GJI's appointed Health and Safety Officer, responsible for developing, putting in place and maintaining the School's health and safety systems, policies, documentation and practice, as defined by ADEK.
• Implement and maintain the School's safety management system under the Abu Dhabi Occupational Safety and Health System Framework (OSHAD-SF), in line with the ADEK School Health and Safety Policy.
• Make sure risk assessments, safe working procedures and permits to work are in place and followed, including for hazardous substances, waste and pest control, and support the Head of Character Building with risk assessments for outdoor, off-site and adventurous activities.
• Record and investigate accidents, incidents and near misses; report them to ADPHC through the electronic OSH reporting system and to ADEK within the required timeframes; and track corrective actions to completion.
• Carry out and log regular safety inspections and audits, and make sure statutory testing is completed and certified (e.g. fire systems, lifts, electrical installations, water hygiene, pool water quality and play and sports equipment).
• Deliver health and safety induction and training for staff and contractors, and serve on the School's Health & Safety Committee, reporting to the Governing Board's Buildings & Facilities Committee when required.

Fire Safety, First Aid and Emergency Management

• Make sure fire risk assessments, fire safety arrangements and fire life-safety systems comply with Abu Dhabi Civil Defence requirements and are maintained, tested and recorded.
• Maintain the School Emergency Plan and business continuity arrangements, train fire wardens and staff, and run regular evacuation and lockdown drills, acting on lessons learned.
• Appoint first aiders and make sure they are trained and certified, make sure first aid kits and AEDs are in place and checked, and give first aid in an emergency.
• Work with the School Clinic provider on first aid and on infection prevention and control procedures, including cleaning and sanitising standards.

Outsourced Services and Contractor Management

• Manage the subcontracted security, cleaning and housekeeping, catering, maintenance and school transport providers against agreed service levels and KPIs, holding regular performance reviews.
• Make sure contractor staff who need a licence (e.g. security guards, bus supervisors, lifeguards and canteen staff) hold valid Abu Dhabi Quality and Conformity Council (QCC) licences and any other sector licences throughout their employment.
• Make sure contractors meet the School's safeguarding, vetting and identification requirements before working on site, and monitor them on site for compliance with School policies, permits to work and safety regulations.
• Make sure catering services meet applicable food safety and school nutrition requirements.

Security and Access

• Supervise the third-party security team so the School is safe, secure and protected at all times and all visitors sign in and out, managing key control and lockdown arrangements in line with safeguarding requirements.
• Make sure access control, CCTV, gates, doors and other entry points are working, with the IT Coordinator on the systems side, and that security issues are reported and resolved.

School Transport

• Take overall responsibility for the school bus service provided by the transport contractor, making sure it complies with Integrated Transport Centre (ITC) school transport requirements.
• Oversee route planning, vehicle and driver compliance, bus supervisors, student safety on board, tracking and incident management, working with Admissions and parents as needed.

Procurement, Budget, Licences and Insurance

• Work with the Procurement & Contracts Officer to prepare specifications, obtain quotations and run tenders in line with the School's procurement policy, and manage facilities-related supplier contracts.
• Prepare and manage the facilities and health and safety budget with the Finance team, control stores with the Stores & Inventory Assistant, and make sure vendor trade licences and buildings insurance are valid and up to date.

Team Leadership

• Line manage the Facilities Supervisor and the in-house facilities team, setting priorities, rotas and standards, managing performance and training, and leading by example through a visible, hands-on presence on site.

Records and Compliance

• Keep accurate, inspection-ready records (inspection and test logs, certificates, risk assessments, incident records, contractor documents and maintenance records), and support ADEK, Civil Defence, OSHAD and other inspections and audits.

Person Specification

ADEK minimum eligibility (Health and Safety Officer, OSHAD high-risk entity)

Candidates must meet one of the following pathways:

• Pathway 1: QFE 7 Bachelor's Degree in Health & Safety, plus a minimum of 5 years of Health & Safety experience.
• Pathway 2: QFE 7 Bachelor's Degree in another subject AND National Examination Board in Occupational Safety and Health (NEBOSH) certification, plus a minimum of 5 years of Health & Safety experience.

Additional ADEK requirements (all pathways): a course in Incident Investigation and Reporting; accredited First Aider and Fire Fighter certificates; and knowledge of ADPHC's electronic OSH reporting system.

Why the high-risk standard applies: ADEK sets these requirements by OSHAD risk classification (high or medium for schools). GJI has adopted the high-risk standard so the appointment is valid under either and reflects its outdoor and water-based activities. ADEK has no Facilities Manager profile, so the facilities requirements below are set by GJI.

UAE Nationals: ADEK does not give an experience exemption for this role. UAE National candidates must meet the same qualification and experience requirements.

Essential

• ADEK H&S eligibility: Meets one ADEK Health and Safety Officer pathway for high-risk entities and holds all the additional ADEK requirements above (or will hold them before commencement).
• Facilities experience: At least 5 years in facilities management, including at least 2 years at manager or lead level, managing hard and soft FM services and outsourced contracts.
• Regulatory knowledge: Working knowledge of OSHAD-SF, the ADEK School Health and Safety Policy, Abu Dhabi Civil Defence fire and life-safety requirements, and incident reporting to ADPHC.
• Safeguarding: Understanding of safeguarding in a school setting, including site access, visitor and contractor controls and reporting concerns.
• Contract and budget management: Able to write specifications and service levels, monitor contractor performance against KPIs and manage a budget.
• Leadership: Able to lead, motivate and hold to account in-house teams and contractors from diverse backgrounds.
• Communication: Excellent written and spoken English; able to write clear reports, risk assessments and procedures and to brief staff, students and contractors.
• Personal attributes: Hands-on, organised and calm in emergencies, with high standards, integrity, sound judgement and willingness to respond out of hours.

Desirable

• ADEK H&S eligibility: NEBOSH International Diploma or equivalent; Chartered or Graduate IOSH membership; ISO 45001 Lead Auditor.
• Facilities experience: Facilities experience in a school, campus or education setting in the UAE; experience of pre-opening, new-build handover or commissioning.
• Regulatory knowledge: Experience of ADEK inspections and Civil Defence approvals; knowledge of ITC school transport and QCC licensing requirements.
• Safeguarding: Safeguarding or safer recruitment training.
• Contract and budget management: Recognised FM qualification (e.g. IWFM Level 4/5 or CFM); experience of CAFM systems.
• Leadership: Experience leading a multi-service team in a start-up or rapidly growing organisation.
• Communication: Arabic language capability; valid UAE driving licence.
• Personal attributes: Experience in a founding-school or pre-opening environment.

Gordonstoun Expectations

• Model and contribute positively to the ethos of Gordonstoun Jubail Island and the values of Compassion, Courage, Integrity, Service and Respect, including at least one weekly service or character activity alongside students.
• Comply with all School policies and procedures, particularly Safeguarding, Child Protection, Health and Safety, confidentiality and professional conduct requirements.
• Build respectful relationships with students, families, colleagues and contractors and contribute positively to the reputation and founding culture of GJI.
• Demonstrate flexibility during the School's pre-opening and growth phases and support reasonable priorities that contribute to safe and effective school operation.

Safeguarding and Safer Recruitment

Gordonstoun Jubail Island is committed to safeguarding and promoting the welfare of children. Appointment is subject to satisfactory safer-recruitment checks, verification of qualifications, health and safety certificates (including NEBOSH) and experience, references, police/background clearances and final ADEK approval before commencement.

General

• This role description is not exhaustive and may be refined as GJI finalises its organisation structure, policies and operating model. The postholder may be required to undertake other reasonable duties aligned to the purpose and level of the role.
• Working hours for all GJI staff are Monday to Thursday 07:30 to 17:00 and Friday 07:30 to 12:00. Because of the nature of the role, some evenings, weekends, holidays and emergency call-outs will be required.
• If a dedicated Health and Safety Officer or HSE Manager is appointed as the School grows, the health and safety responsibilities in this role description will be reviewed.