Operations Manager

Job Description

Key qualities and skills:

• To be friendly, approachable, professional, credible and knowledgeable, able to work independently and as part of a team
• To be able to speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
• To be able to communicate information and ideas clearly and concisely, in writing; read and understand information presented in writing
• To work with, or contribute to, a work group or team to complete assigned task(s)
• To plan, organise and prioritise time and workload in order to accomplish tasks and meet deadlines
• To make a decision or solve a problem by using logic to identify key facts, explore alternatives and propose suitable solutions
• To be able to understand how the role contributes to the schools aim of being the school of choice within the local community

Key duties include:

• To ensure the school is set up for all curricular and extra-curricular activities as required
• To arrange weekly operational meetings and regular OHS meetings
• To take responsibility for all maintenance tasks within the school
• To implement, monitor and evaluate risk assessments
• To ensure that relevant health and safety routines, including emergency procedures and policies are in place and communicated with the whole school community
• To prepare facilities reports as required
• To manage the operational budget as per the school scheme of delegation
• To support other ISP schools as required
• To support the leadership of the school with staff accommodation needs
• To manage and oversee the provision of buses and associated issues such as routes and bus processes
• To manage and oversee the work of the security team, facilities team, cleaners, janitor and gardener and all other external contractor’s/service providers
• To line manage the bus and clearing supervisors
• To undertake space/furniture audits as required
• To follow ISP/school procurement policy and raise LPOs as required.
• To co-ordinate and ensure school facilities post contract are ready for third party use in full compliance with signed rental agreement and SLA
• To liaise 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
• To 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 minimise disruption to the assigned school paying special attention to IT/MEP infrastructure/ assets)
• To ensure school facilities are ready for any planned or unplanned inspections
• To ensure continuing compliance with ISP, OSHAD, KHDA, DHA and MoE (OSHMS -Occupational, Safety & Health Management Systems) as and when legislation may change.
• To monitor operational costs within the school environment.
• To 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 recognised and highlighted to SLT & HoO -ME.
• To liaise with internal and external providers to obtain the best level of service for the school as directed by SLT/ISP
• To monitor and report back the functionality of the new building so that any issues or snags are properly escalated
• To co-ordinate all aspects of Health and Safety and Fire Safety including co-ordination of Civil Defence Annual Inspections to re-new school license
• To lead the work of the school EHS committee
• To control all organised events, paying particular attention to ministry compliance, including the Health and Safety and welfare of all staff/students and parents
• To ensure the safety of the school assets entrusted to third parties when these are being transferred from sites by ensuring ‘Gate Passes’ are completed
• To communicate and drive ideas and have a full understanding of the diverse cultural requirements within the school/UAE
• To receive training and use the knowledge acquired for the benefit of the school and for personal development
• To ensure the school has adequate non-teaching equipment (e.g. cleaning equipment, water etc.) to function on a day-to-day basis
• To ensure evening/weekend events within the school are monitored carefully
• To lead the procurement of furniture and fittings needed as the school grows and develops

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description. Employees are expected to be courteous to colleagues and provide a welcoming environment to visitors and telephone callers.