Deputy Operations Manager at Greensprings School

Overview

• Translate strategies into tactics for the entire operations function
• Participate in establishing strategic plans and objectives
• Makes decisions on operational matters and ensures operation’s effective achievement of objectives
• Select, assign, evaluate and instruct supervisors, technicians and/or engineers
• Responsible for support procedures for the school
• Prepare budgets, schedules, performance standards established/attained
• Lead/implement change initiatives
• Create, interpret, administer and execute policies/ procedures with broad, significant impact
• Thinks and acts strategically; develops, implements and operationalizes strategic and business objectives
• Effectively collaborates with leaders in initiating, designing, and implementing programs and activities
• Demonstrates high ethics that aligns with Greensprings School core values: - Child-centeredness; -Respect; -Integrity; -Excellence; -Entrepreneurship; -Service and -Sustainability
• Responsible for maintenance of school facilities and equipment, including preventative maintenance program
• Ensures a stimulating and conducive environment for learning, teaching and working

Responsibilities
Maintenance:

• Plan, organize, maintain, and manage the operations and reliability of school facilities and general infrastructure systems. Establish and monitor preventative maintenance processes and programs and facility inspection processes for on-going review of maintenance work by external agencies.
• Develop, recommend, and administer policies, procedures, and processes in support of surroundings and building maintenance operations; implement and monitor compliance with approved policies, procedures, and processes.
• Monitor spending on projects; recommend and implement corrective spending plans; review and approve purchase orders; administer contracts; obtain price quotes and bids; process and approve employee purchases; ensure compliance with school purchasing rules.
• Monitor the safety and accessibility of the school and its facilities. Serve as the point of contact for the various government agencies on compliance issues, accessibility improvement projects, and/or other related issues.
• Monitor and oversee the work of external contractors to ensure terms of agreements are met and work is completed satisfactorily.
• Participate in the development and administration of ground and building maintenance budget; coordinate the allocation of resources following budget approval; recommend approval of expenditures.

Environmental/Janitorial:

• Ensure that appropriate procedures are in place for the practical organization of the day to day cleaning operation
• Ensure that processes are in place to monitor stocks of cleaning equipment and materials in order that orders can be placed on a timely basis.
• Ensure that monitoring programs are in place to ensure that cleaning staff carry out their duties to the required standards.
• Ensure a reporting system is in place for notifying building and furniture defects to the maintenance unit.
• Carry out performance reviews and appraisals.
• Approve requisition forms for equipment, uniforms and materials required by the department.

Catering:

• Approve menus with kitchen supervisor and chefs.
• Ensure that the meals provided have a suitable nutritional value in line with the requirements of the School.
• Ensure that health and safety regulations are strictly observed, recorded and archived and due diligence (the care that a reasonable person exercises to avoid harm to other persons) is in operation.
• Monitor the quality of the product and service provided
• Financial planning and managing budgets
• Keeping to budgets and maintaining financial and administrative records
• Manage stock control and ensure that FIFO stock method is used.
• Run the kitchen in line with health and safety, food hygiene, and nutritional regulations
• Supervise kitchen staff and waiting staff
• Ensure that food goes out on time, and that the quality of the food is of a high standard.
• Introduce cost saving innovation and ideas without sacrificing quality

Purchasing:

• Direct procurement policies to ensure all items are purchased and delivered within budget and time constraints
• Identify and source new suppliers and vendors
• Manage vendor and supplier selection process based on price, quality, support, capacity and reliability
• Develop and maintain strategic relationships with key suppliers and vendors
• Ensure that an approved vendor/supplier database is established and updated
• Develop, negotiate and administer purchasing agreements and contracts with suppliers in support of organizational requirements
• Evaluate contracts to ensure compliance with legal requirements and organizational policies
• Monitor supplier and vendor compliance with contractual agreements
• Measure and manage the vendor and supplier cost, quality and delivery performance
• Oversee supplier compliance with internal quality standards and external regulations
• Troubleshoot cost, quality and delivery concerns
• Manage risk relating to quality, cost, delivery and supply of purchases
• Introduce performance improvement measures for suppliers and vendors
• Work with relevant departments to manage inventory requirements
• Facilitate timely placement of purchase orders
• Review purchase orders for proper authorization and compliance with organizational policy and procedures
• Develop and manage purchasing budgets and forecasts
• Monitor and reduce purchase variances to meet profit objectives
• Produce regular reports on purchase commitments, costs and delivery performance

General:

• Supervise administrative, service skilled and technical/support staff.
• Performance manage, develop and motivate staff
• Ensure that all Health & Safety procedures are followed, in accordance with the school’s HSE guidelines.
• Ensure compliance with statutory and regulatory bodies.
• Ensure that the school calendar is being monitored to identify school events and programs and ensure that arrangements are made to support these programs.
• Collect and analyze a variety of complex data and information, including utility costs and usage. Perform statistical analysis and summarize findings in applicable reports or other communication mediums.
• Produce reports and meet regularly with the Director of Administration to discuss the provisions and effectiveness of the department.
• Contribute toward the development of standard operating procedures and best practices in all areas of influence, and continue to find new ways to improve quality and efficiency.
• Monitor ongoing compliance with policies and procedures
• Direct continuous improvement of operational processes in line with changing organizational needs and market conditions
• Collaborate with operations leader across campus to build organization-wide best practices
• Participate in/on a variety of meetings, committees, and/or other related groups to communicate information regarding services, programs, areas of opportunity, and/or other pertinent information as appropriate.
• Serve as a liaison with other departments within the School, the PTA, the community, and external agencies in order to provide information on available resources, projects, and/or services.

Behaviourals Competencies
Achievement:

• Wants to do a good job and does not give up
• Works to goals and manages obstacles
• Drives for improvement despite frequent obstacles
• Sets and meets challenging goals and seeks long term improvement
• Assesses and takes risks to make significant gains

Analytical Thinking:

• Breaks down issues
• Sees key issues
• Tests all angles
• Does complex analysis

Customer Service Orientation:

• Delivers a service
• Adds value
• Addresses underlying needs
• Serves long term interests

Entrepreneurship:

• Improves and acts now
• Adapts existing approach and acts and looks ahead
• Anticipates the future, and develops new approaches and ideas
• Creates opportunities and acts for the long term

Flexibility:

• Accepts need for flexibility
• Applies procedures flexibly
• Adapts tactics/approach
• Makes organizational change

Holding People Accountable:

• Provides direction
• Demands high standard
• Holds people accountable for performance
• Addresses longer term performance issues

Leading and Developing Others:

• Gives direction and instruction
• Supports team development
• Is a role model for effective leadership
• Gains commitment and inspires others to achieve

Professional Confidence:

• Confident in own role
• Acts independently
• Presents confidently
• Prepared to challenge and take risk

Relationship Building for Influence:

• Persuades
• Builds rapport and takes several steps to persuade
• Maintains network and plans impact
• Extends network and uses indirect influence

Self Awareness:

• Knows own limitations
• Recognizes emotions
• Understands impact on others
• Manages emotions

Team Work:

• Integrate people of different backgrounds into teams in order to achieve business objectives
• Listen to others' points of view
• Uses own understanding of team dynamics to harmonize working and enhance results
• Creates energy and clarity so that people want to work purposefully together
• Inspires others to want to take a specific role as part of a shared purpose.

Working Strategically:

• Sets goals
• Looks for better ways to achieve set goals
• Explores ways in which value can be added to the organization
• Changes the nature of what is done and benefits gained by thinking and planning with creativity

Education and Experience

• University Degree/HND qualification
• Experience in facilities management
• People management experience
• Working knowledge of project management principles and practices
• Working knowledge of all laws and regulations relating to area of responsibility
• Knowledge of HSE
• Financial acumen
• High competency level in MS Office application

Essential Values, Behaviors and Attitudes:

• Staff members are expected to actively promote and demonstrate the five core values of the school:
• Child centeredness
• Respect
• Integrity
• Excellence
• Service
• Entrepreneurship
• Sustainability
• The school expects all staff members to uphold themselves in a manner that inspires and encourages outstanding behavior within the student body.
• The school reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the school.
• In some circumstances, the job holder may be required to undertake other duties and responsibilities of a similar post in order to support workload peaks and skill shortages to ensure priorities are met.