Wellington College China

Role Description

JOB TITLE

Head of Facilities

DEPARTMENT

Facilities – Non Academic

LOCATION

Shanghai

SUPERVISOR

Bursar

OBJECTIVES

The Head of Facilities reports into the school leadership team (SLT) and will provide direction to ensure excellent facility management of Wellington College International Shanghai (WCIS). Under the line management of the Bursar, the Head of Facilities will oversee the school facilities and associated activities of the spaces on and off campus.

It is essential for the Head of Facilities to establish a close collaborative working relationship with peers and strive for operational excellence and community impact in all aspects of Facility Management.

Autonomous, dedicated, determined and professional behavior will be key features of the post-holder’s practice, and these will be consistently demonstrated at all times. The post holder must be able to communicate effectively with team members and external agents involved in WCIS.

KEY RESPONSIBILITIES

• Providing leadership and direction to the day-to-day work of the Facilities department.
• Advising the Bursar on all matters pertaining to the efficiency and smooth running of the College facilities. 
• Manage the College’s utilities, including water, sewage, fuel and power, and telephones. 
• Support with facilities master planning, including energy efficiency
• Liaise regularly with the building contractor on any issues which may arise over the College buildings and/or the proximity of the construction site to the College campus. 
• Prepare, monitor, control and report on annual capital and operational budgets for Facilities related areas. 
• Budget holder and controller for the Facilities Department and authorised signatory in accordance with College scheme of authority.
• Board level reporting and accountability, and membership of relevant school committees such as (but not limited to) Non-academic management team, Health and Safety  – these will vary in line with business need.
• Planning a rolling programme for maintenance (preventative and corrective), including appropriate contracts and lifecycle management as required. Ensure vendor quality control addressed.
• Responsible for organising and supervising facility projects around school operating periods including contractor selection
• Managing design work of all school projects and ensuring the accuracy of as-built documents, especially drawings. 
• Remain abreast of industry best practice and act as an internal Facilities expert. Undertake continuous professional development and learning opportunities relevant to the post. 
• Conduct performance management, develop support staff and create annual Facilities operational plan (NADP – Non-academic development plan) which includes stretched targets
• Conduct regular follow-up with academic and Business Leaders to determine the effectiveness of the Facilities services and a high level of customer service
• Support groupwide Facilities projects and initiatives, as well as fostering a collegiate approach with third parties such as landlord liaison. 
• Ensure compliance with Wellington College China’s Policies, practices and SOPs, and support changes and refinement of the same. 
• Streamline Facilities processes and encourage automation and efficiency savings
• Conduct routine inspections of the site to ensure and improve the safety and appearance for all users including appropriate building certification. Ensure local, state and federal regulatory compliance is met.
• Any other duties commensurate with the post
• The job description is not exhaustive and may be amended following appropriate consultation in the light of business needs.

Office hours are Monday to Friday, 8.00am to 5.00pm, but the expectation is that the Head of Facilities will be prepared to attend for emergencies outside normal working hours

PERSON SPECIFICATION

• Educated to degree level, in an engineering or related subject and member of relevant professional body. 
• Minimum 5 years of relevant working experience in a service industry.  Facilities management experience in an education setting is an advantage. 
• Experience of managing outsourced contractors and internal maintenance staff. 
• Experience of working with new buildings and facilities preferred.  

PREFERRED APTITUDES 

• Strong ability to work proactively and autonomously whilst having regard for good governance  
• Strong mind-set for continuous improvement to meet or exceed expectations. 
• Experience in working cross culturally. 
• Team Player who can work to tight timelines
• Demonstrating practice that represents the five core Wellington Values at all times. 
• Personal integrity, accountability and credibility.
• Confidence to question the status quo and lead change.
• Ability to instil trust and confidence, a willingness to challenge and be challenged in a constructive way.

COMPETENCIES 

• Demonstrable evidence of managing Facilities projects and programmes, and knowledge of legal requirements
• Excellent negotiating, communication and interpersonal skills with the ability to communicate across different levels of the organisation, including presentation skills
• Mediation skills and ability to cope with conflicting and competing demands
• Strong initiative, creativity and solid judgement skills. 
• Able to quickly assimilate technical information. 
• Technical proficiency and ability to prepare reports in Excel, PowerPoint and Word

As an employer of choice, Wellington College China is committed to making professional learning and personal development central to its ethos and approach. WCC fully recognises its responsibilities for safeguarding children. Our safeguarding policy applies to all staff, governors and volunteers working in the Group.