School Facilities Coordinator

Description

ISP Role Profile – Facilities Co-ordinator

Purpose of Role

• To be the primary interface within the ‘Operations Team’ coordinating as directed by the Head of Operations – ME with all third-party FM providers BUT taking on the responsibilities of Items 1 to 4 detailed above.
• To have a full understanding of the MEP infrastructure in assigned school, with the ability to respond immediately to any operational requirements so far as is practical, legal and affordable as per current and planned policies and/or budgetary constraints enforced by ISP.
• To provide seamless co-ordination within the school to ensure that academic studies can function both safely and professionally with minimal/zero inconvenience.
• This (1.3) should be achieved by the supervision (by post-holder) of all maintenance/service levels agreements within all areas and at all levels of school management and administration as laid down by the approved organizational structure.
  
  

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Key Responsibilities

The SOOC will be the primary contact in respect of all maintenance tasks and shall co-ordinate where applicable to all curricular set up requirements as required.

• Be able to monitor/provide risk assessments, organize and implement emergency procedures, liaise with all staff, elicit their co-operation or inform them of developments, which may or may not affect their ability to teach.
• Preparation of ‘Quarterly Facilities’ report for your assigned school.
• Be expected to understand ‘Operational Budgets’ and provide analysis via approved operational/financial templates.
• Be expected to cover or organize cover for other operational school(s) should staff be absent due to illness/planned leave.
• To liaise with HR/SLT to ensure that staff accommodation needs are met.
• In liaison with Head of Operations – ME to undertake space/furniture audits and to optimize the utilization of space (academic, administrative) in the interests of the school/ISP.
• Understand and generate reports via any future FM/Asset software used eg FSI (Appropriate training will be offered).
• To follow ISP/school procurement policy and raise LPOs as required.
• Co-ordinate and ensure school facilities post contract are ready for third party use in full compliance with signed rental agreements and SLA.
• In liaison with the school’s Senior Leadership Team (SLT), and to assist with all relevant aspects relating to facilities operations, manage and comply with ISP Operational/FM Policies.
• Ensure all ‘Preventative Maintenance’ is evaluated and planned in accordance with the school’s timetable (key maintenance should be done during the holidays where practical to minimize disruption to the assigned school paying special attention to IT/MEP infrastructure/ assets).
• Facilities should be fully operational as per the school curriculum for both academic and non-academic, and third-party activities.
• Ensure that all facilities are functional and operational to the standards expected by SLT.
• Ensure all student/staff and parental expectations are not compromised by reactive planning. The guidelines for standards are set in accordance with ISP/School Policies, Technical manuals, and ADEK/KHDA/MOE/ISP Health & Safety Audits.
• Ensure school facilities are ready for any planned or unplanned inspections.
• Be expected to attend school at weekends from time-to-time subject to facilities requirements and only when directed by the school’s SLT.
• Ensure that the school is fully compliant with all legislative & Ministry requirements where applicable.
• To ensure continuing compliance with ISP, ADEK, OSHAD, KHDA, DHA and MOE (OSHMS -Occupational, Safety & Health Management Systems) as and when legislation may change.
• To monitor operational costs within your school environment.
• Monitor, liaise and report to maintain standards of specialist subcontractors such as, but not limited to, pool maintenance, security, catering, transport, waste management and cleaning. In addition, ensure that time sheets are monitored and any potential financial exposure or risk is recognized and highlighted to SLT & HOO -ME.
• Liaise with internal and external providers to obtain the best level of service for the school as directed by SLT/ISP.
• Actively respond to school needs with a customer service focus.
• To meet, and whenever possible, exceed parental/student and staff expectations.
• To co-ordinate all aspects of Health and Safety and Fire Safety including co-ordination of Civil Defense Annual Inspections to re-new school license.
• When on duty, take full responsibility for the general supervision of your team and all staff provided by any FM Contractor.
• To control all organized events, pay particular attention to ministry compliance, including the Health and Safety and welfare of all staff/students and parents.
• Ensure the safety of the school assets entrusted to third parties when these are being transferred from sites by ensuring ‘Gate Passes’ are completed.
• Ensure all verbal instructions/communication is supported by tangible follow up via email/minutes.
• Be a proactive participant in all management and working groups as required by the SLT/ISP.
• Communicate and drive ideas and have a full understanding of the diverse cultural requirements within the school/UAE.
• Receive training and use the knowledge acquired for the benefit of the school and for personal development.
• Follow the purchasing and stock procedures as per the school policy.
• Ensure evening/weekend events within assigned school are monitored carefully in conjunction with SLT.
  
  

Skills, Qualifications And Experience

• Speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
• Communicate information and ideas clearly and concisely, in writing; read and understand information presented in writing
• Work with, or contribute to, a work group or team to complete assigned task(s)
• Plan, organize and priorities time and workload to accomplish tasks and meet deadlines
• Deal with people in a manner which shows sensitivity, respect, tact, and professionalism and avoids any conflicts of interest.
• Ensure compliance with FM contract terms (Service Level Agreement), policies and procedures, etc.
• Decide or solve a problem by using logic to identify key facts, explore alternatives and propose quality solutions
• Supervise others by assigning/directing work, conducting contractors’ evaluations, and taking appropriate corrective actions/making recommendations, etc.
  
  

ISP Leadership Competencies

You consistently demonstrate and role-model the ISP Leadership Competencies in all that you do.

• Collaboration. Takes an active part in leading their school or region; is cooperative and a genuine team player, developing positive, supportive relationships with colleagues to solve problems and maximize opportunities.
• Learning & Getting Better. Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback; supporting others in their continual learning, development and growth.
• Innovation Leadership. Is good at creating an environment where ideas for learning initiatives and services are generated and is able to motivate and inspire others through the process of creation through to completion.
• Outcome driven. Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.
• Resilience. I can deal with setbacks and challenges calmly and effectively.
• Community Focus. It is committed to meeting and exceeding the needs and expectations of our students and their families.
• Integrity and Ethical Management. Has the ability to work ethically and with integrity; helps others feel valued; upholds and models the ISP Vision, Purpose and Principles.
• Agile. Responds and adapts to changing circumstances; manages and solves problems by providing solutions in a climate of ambiguity.
• Strategic, Commercial & Financial Awareness. Has the ability to apply understanding of the business and industry to improve effectiveness and profitability.
• Planning and Decision Making. Makes decisions on the best course of action and then plans, organizes, prioritizes and balances resources to achieve the desired outcome.
• Diversity & Equity. It has the sensitivity, awareness and skill to understand values, behaviors, attitudes and practices across cultures that supports all children and adults to learn and work effectively.
  
  

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.