GEMS Education Hiring for Manager – School Operations Job at Dubai Full Time

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.