The Premises Manager is responsible for overseeing buildings, grounds, and facilities across multiple educational sites. This includes ensuring full statutory compliance with Health and Safety, Environmental, and Local Authority standards. The role involves regular site visits, team leadership, contractor management, and strategic support to senior management.
Key Responsibilities
Plan and implement inspections, maintenance schedules, statutory compliance, and repairs across sites.
Coordinate centrally procured contracts and ensure consistent service delivery.
Act as a key point of contact in the absence of senior estates leadership.
Apply creative problem-solving to address site-related challenges and improve operational efficiency.
Health & Safety Compliance
Ensure all sites meet statutory Health and Safety obligations, including daily, weekly, and monthly checks.
Maintain and update interactive health and safety systems.
Conduct annual self-audits and termly walkarounds, producing detailed reports.
Oversee risk assessments, asbestos management, accident investigations, and fire safety protocols.
Advise senior leadership on health and safety matters and ensure all practices align with current policies.
Leadership & Team Management
Support recruitment and onboarding of premises staff, including cleaners and janitorial teams.
Manage daily operations, performance reviews, and absence tracking for premises teams.
Provide training and induction for new staff, ensuring high standards and clear expectations.
Monitor timekeeping, work schedules, and service quality across all sites.
Arrange cover during staff absences and oversee premises support for events and lettings.
Facilities Oversight
Conduct routine inspections of buildings, equipment, and grounds, initiating repairs as needed.
Manage contractors and external service providers, ensuring work meets required standards and value for money.
Prepare documentation for tenders and small-to-medium projects.
Supervise cleaning operations, grounds maintenance, and pest control.
Ensure heating, lighting, ventilation, and energy systems are properly maintained and monitored.
Security & Emergency Response
Maintain secure premises across all sites, including keyholder responsibilities and emergency callouts.
Oversee alarm systems, fire equipment checks, and emergency exits to ensure full operational readiness.
Liaise with emergency services and report incidents such as vandalism or trespassing.
Ensure safe access during adverse weather conditions, including snow and ice management.
Grounds & Supplies Management
Oversee garden maintenance including bulb planting, grass cutting, and landscaping.
Ensure cleaning consumables are regularly checked, ordered, and replenished across all relevant areas.
Monitor stock levels and place orders within budget in consultation with site leadership.
Liaise with finance teams to obtain monthly budget reports.
Ensure safe storage of tools and cleaning products, maintaining hygiene and safety standards.
Maintain a register of hazardous substances and ensure emergency access to this information.
Make arrangements for handling emergencies outside normal working hours.
Implement a key identification system for secure access across sites.
Maintain oversight of electrical distribution units and ensure systems are mapped and maintained.
Remain contactable by mobile phone during duty hours.
Provide full handovers of keys and responsibilities before and after leave.
Maintain accurate records of work completed for insurance and HSE purposes.
Execute temporary changes to cleaning specifications as directed.
Maintain an inventory of equipment and plant.
Develop and manage a rolling programme of minor refurbishments and repairs.
Personnel & Team Leadership
Organise and monitor the work of premises and cleaning teams to ensure efficient use of out-of-hours time.
Set and uphold high standards of conduct and output, fostering a proactive and professional team culture.
Manage directly employed site staff and cleaners, including probation reviews and performance management.
Address attendance and performance concerns at an informal level before escalating to senior leadership.
General Duties
Maintain confidentiality at all times, both within and outside the workplace.
Support the implementation of organisational policies.
Promote inclusion and acceptance of all pupils.
Understand and adhere to safeguarding protocols, taking appropriate action when necessary.
Attend meetings, training sessions, and professional development opportunities.
Undertake any other reasonable duties as directed, in line with operational needs.
Person Specification
Essential:
GCSEs in English and Maths or equivalent.
NEBOSH General Certificate or equivalent.
Valid driving licence.
Desirable:
First Aid Training qualification.
NEBOSH Fire Risk Assessor qualification or equivalent.
Experience
Essential:
Experience in premises management, building cleaning, or building operations.
Experience in staff performance management.
Familiarity with general cleaning equipment.
Responsibility for building security.
Experience managing COSHH and asbestos.
Understanding of health and safety legislation and best practices.
Desirable:
Experience managing multiple sites.
Use of commercial cleaning and site maintenance equipment.
Experience in a school or educational setting.
Experience with Building Management Systems (BMS) and reporting.
Skills and Knowledge
Essential:
Ability to carry out general repairs and DIY tasks independently.
Physically capable of lifting and carrying items and working at heights.
Ability to follow instructions regarding equipment and materials usage.
Experience managing BMS systems and COSHH compliance.
Strong teamwork and collaboration skills.
Ability to meet deadlines and manage workload effectively.
Initiative and problem-solving ability.
Competence in conducting health and safety checks and maintaining records.
Knowledge of fire safety legislation.
Proficiency in ICT and administrative tasks.
Understanding of security systems.
Familiarity with relevant health and safety policies, codes of practice, and legislation.
Willingness to engage in training and development opportunities.
Strong communication skills.
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