Facilities and H&S Manager

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Key Responsibilities and Duties

The Facilities and H&S Manager is responsible for the management and running of all aspects of our buildings and facilities including all service contracts, the relationship with Ca Tron Servizi, and the purchasing of certain categories of goods and services, effectively, on time and within budget. Direct reports are Maintenance Operatives, Facilities Assistants and Caretakers.

• Manage all aspects of maintenance, upkeep, and development of the buildings and grounds we lease from H-Farm, as well as the services and facilities located there.
• Coordinate and manage health and safety matters related to the buildings and services, and maintain all mandatory/NAE H&S records and site documentation up to date.
• Manage relationships with the maintenance team (Ca Tron Servizi for the Venice campus and directly for the other campuses), facilities, and concierge services to ensure that all event setups, whether during the day, in the evening, or on weekends, are carried out efficiently and on time, and that all maintenance requests are prioritised and addressed promptly.
• Ensure effective and efficient financial management of allocated budgets, including the procurement of relevant goods and services.

Maintenance and buildings management

• Take responsibility for all matters related to the school buildings and the facilities and services within them.
• Coordinate maintenance across the entire school. Develop and manage maintenance, gardening, and decoration schedules jointly with Ca Tron Servizi, and organise daily maintenance, move, and emergency repairs using Ca Tron Servizi and the internal maintenance team for the other campuses.
• Manage and supervise the work of the school’s maintenance staff as well as relationships with external service providers (Rosà and Vicenza campuses).
• Manage and supervise contractors when they carry out work on our various sites, ensuring they have a valid permit of work and comply with all applicable regulations in Italy.
• Handle the day-to-day troubleshooting of facility-related issues.
• Prepare specifications, obtain quotes, and negotiate with external contractors for building repairs and renovations (in coordination with Ca Tron Servizi for Venice), submit them for approval to the ?, then coordinate and supervise their work on site.
• Supervise facility-related projects, including renovations and relocations.
• Review and authorise payment of all invoices related to maintenance and facilities services.
• Take responsibility for all matters related to the security of the premises across the three campuses, including access control, alarm systems, fire safety, etc.
• Manage cleaning and catering contracts, lease agreements, and all other services related to the school’s operations.
• Manage and take responsibility for the corresponding budgets.

Health and Safety

• Coordinate the risk assessment programme across the three HIS campuses (Trip risk assessments, standard risks assessments like for sports, science experiments, .
• Ensure that every accident, hazard alert and near misses are reported and investigated when necessary using the Sphera H&S management system. Also ensure compliance with Italian standards in this area.
• Liaise with local H&S enforcement authorities, the school’s insurers, and other external bodies.
• Submit statutory notification reports as required by local legislation.
• Coordinate the school H&S committee in coordination with the RSPP
• Ensure that H&S Sphera self-assessments and audits have been completed in a timely manner (e.g. fire drills, lockdown drills etc.)
• Identify H&S training needs and deliver or source H&S training.
• Provide H&S induction training at the start of each school year and for all new staff.
• Identify the implications of changes in local legislation and how they affect the school’s operations.
• Prepare and present monthly reports on the progress of actions to be implemented for the continuous improvement of H&S across the three schools.
• Seek additional H&S specialist support when necessary.
• Ensure that the NAE H&S policy statement, H&S responsibilities, and procedures (e.g. fire safety, emergency plans) are properly communicated to HIS staff.
• Ensure that all campuses always have a sufficient number of fire marshals, first aiders, etc. (in compliance with local regulations).
• Maintain and update the H&S guidance document in line with new procedures.
• Ensure that all actions resulting from H&S audits are followed up.
• Record hazardous substances and materials.
• Day-to-day supervision of H&S matters relating to buildings and services
• Organising the installation and repair of H&S equipment (e.g. fire fighting equipment, emergency lighting, first aid kits, AEDs, eye wash stations, fume cupboards, chemical spill kits, secure chemical/flammable storage cabinets, PPE, ladder etc.)
• Periodic inspections of all sites
• Ensure compliance with local legislation and statutory reporting requirements (electrical equipments, radon, asbestos, legionella etc.)
  
  

Events

• Liaising with all relevant staff at all sites to ensure that any event that requires ‘set-up’ is known about well in advance
• Instructing the Facilities Assistants, Caretakers and Maintenance Operatives on requirements for any event
• Ensuring that venues are unlocked and unalarmed/ locked and alarmed as required both for weekday evening and weekend events
  
  

Skills & Qualifications:

• Proven experience in facilities management and H&S, preferably in an educational setting.
• Strong knowledge of local H&S regulations and building compliance standards.
• Excellent organisational and project management skills.
• Ability to lead teams and manage external contractors.
• Strong communication and interpersonal skills.
• Relevant certifications in H&S (e.g., NEBOSH, IOSH or any other recognised H&S qualification in Italy) are an asset.

H-FARM International School is part of the Nord Anglia Education group, the world’s leading premium schools organisation.
We are committed to equal opportunities and to safeguarding and promoting the welfare of children and young people.
All appointments are subject to an enhanced background check and appropriate references.