Site Manager - Cleaning Service

Job Reference: 26008354)Primary Location : Antrim-Belfast-St Louise's Comprehensive CollegeContract Type : PermanentDuration of Contract/Contract End Date : N/AStatus : Full-TimeHours per Week : 36Working Pattern : Monday - Friday: Split-shift to support operational needs of school. Each day start time 6am and finish time 6pm. Hours structured with period off site during the day negotiable, subject to service need.Grade/Scale : Executive Officer | NJC pt 17- 20 | £31,022 - £32,597 per annumAdditional Allowance(s) : Not ApplicableAnticipated Interview Date(s) : W/C 23 November 2026Additional Information: Suitable applicants who are not appointed to this immediate vacancy will be placed on a reserve list which will remain valid for one year and may be offered similar appointments at the discretion of the EA during that period.JOB TITLE: Site Manager, Cleaning ServiceREPORTS TO: Locality Cleaning ManagerRESPONSIBLE FOR: The supervision of Cleaning Supervisors and a Team of CleanersJOB PURPOSE:To ensure that a quality cleaning and janitorial service is provided.MAIN DUTIES AND RESPONSIBILITIES:Cleaning:Provide a quality cleaning service;Plan, organise and control the work of cleaning staff to ensure that performance standards in the specification are met;Plan periodic work in consultation with service users and report plans to the designated line manager or other authorised person;Where part of the college premises are used dually for the consumption of food and educational purposes the Site Manager will be responsible for the cleaning of the room (other staff being responsible for the removal of food debris and litter from the tables and the room);Provide cover in the absence of cleaning staff;Recommend and implement changes in work procedures in accordance with the designated line manager or other authorised person to improve economy, standards or ease of operation;Monitor suitability and performance of materials and light equipment and advise the designated line manager or other authorised where these are inappropriate for the task;Ensure that bins within the building complex are emptied and cleaned on a daily basis;Provide a response cleaning service to the entire premises to deal with such things as spillage, flooding, midday toilet cleaning, litter or any cleaning problem associated with weather conditions;Clean non-electrical fittings on all portable heating and ventilation equipment;Ensure that adequate supplies of materials and light equipment are requisitioned and maintained at appropriate levels within the budget allocated and that equipment is kept in good condition, used and stored correctly;Ensure that all defects in cleaning equipment are reported to the designated line manager or other authorised person;Clean and prepare the College for its normal use following after-College activities when required;Direct and clean all internal fixed glass surfaces up to 3.35 metres using the appropriate equipment provided to ensure safe working conditions;Ensure that all cleaning staff adhere to health and safety requirements and wear appropriate Personal Protective Equipment and/or workwear when provided;Ensure that the cleaning standards within the premises meet the EA’s Standards;Investigate complaints in respect of the cleaning provision and take the appropriate corrective action.Janitorial:Replenish toilet rolls, soaps, paper towels and any other requisites required throughout the working day;Liaise with the sub-contractor regarding the maintenance and replenishment of all sanitary bins in the building;Order appropriate janitorial supplies as required and ensure that stock levels are kept to an optimum level;Staff Management:Supervise the operational responsibilities of cleaning staff based at the site and arrange temporary cover to ensure service delivery;Allocate work areas to cleaning supervisors and cleaners;Carry out continuous monitoring of the cleaning standardsAssist with the monitoring and review of staffing level;Organise and carry out in-depth cleaning as required in order to improve and sustain quality standards;Ensure that all records in respect of staff attendance, holidays, absence are completed, authorised and returned to the EA within the required timescale;Participate in the recruitment of permanent and temporary cleaners;Provide and complete the necessary documentation for permanent and temporary cleaners;Participate in the training of supervisors and cleaners in cleaning procedures and practices;Ensure that there is no damage to the fabric of the building as a result of cleaning procedures/practices;Carry out Induction and Refresher training of Cleaning staff (if appropriate), keeping a record of such training;Implement the EA’s Managing Attendance at Work Policy and manage and control absence;Implement the EA procedures eg disciplinary/grievance procedures.Administration:Prepare reports on the cleaning of premises highlighting potential issues concerning the PPP methods statements at the earliest opportunity;Liaise with the College and the FM Help Desk regarding incidental cleaning and housekeeping requests;Maintain full records of the work undertaken as part of the cleaning and housekeeping service;Record requests for cleaning and housekeeping services and details of resolution times and compliance to the appropriate performance standard;Complete all paperwork associated with the post and writing reports when required;Provide the Trustees’ Contract Manager with full reports/records of the work undertaking as part of the cleaning and housekeeping service;Maintain records of consumable stocks and inventory of equipment;Ensure that defects in cleaning machinery and equipment are reported immediately to the designated line manager or other authorised person and that a record of equipment repaired is kept and that all equipment is cleaned and stored safely.Financial Management:Determine and place orders for all cleaning and janitorial materials;Manage, monitor and control the cleaning materials and janitorial budgets and take corrective action where necessary;Monitor expenditure on repair and maintenance of machinery and equipment and report any variances accordingly;Calculate hours and prepare costs for additional cleaning tasks requested outside the agreed contractual hours.Security and Porterage:During normal working hours report any suspicious activity of persons immediately to an authorised person to ensure a safe working environment for building users;Arrange for the removal of all refuse bags to the designated central collection point.Other Duties:Carry out such other duties as required by the Service Manager and falling within the purview of the grade.General Conditions:All duties must be carried out to comply with:The Health and Safety at Work (NI) Order 1978;Acts of Parliament, Statutory Instruments and Regulations and other legal requirements;The COSHH Regulations;Codes of Practice.Training:The Site Manager will accept any training to facilitate the undertaking of duties for jobs up to and including their own grade;The Site Manager will accept training for jobs graded at higher levels than their own. Payment will only be made where there is a requirement by the authority for the higher level duties to be carried out.This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.PERSON SPECIFICATIONNOTES TO JOB APPLICANTS1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.3. The stage in the process when the criteria will be measured is outlined in the table below.4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.Section 1 - Essential CriteriaThe following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.Factor Essential Criteria Method of AssessmentExperienceHave a minimum of 2 years technical and supervisory experience in a building cleaning environmentShortlisting by Application FormSkills/Abilities Demonstrable knowledge in the use of Information Technology to include use of Microsoft Word, Excel, PowerPoint and OutlookShortlisting by Application FormOtherWillingness to undertake job related trainingThe successful candidate will be required:to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion;ORbe able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.Shortlisting by Application FormSection 2 - Essential CriteriaThe following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.Factor Essential Criteria Method of AssessmentKnowledgeDemonstrable knowledge of the requirements of a school site managerHave demonstrable Knowledge of:Health and Safety RegulationsCOSHHEA Policy and ProceduresStock ManagementCleaning Methods/MachineryPeople Management issues including staff attendance, approval of annual leaveManaging budgetsInterviewSkills/AbilitiesIn line with EA’s Game Changing People Model we will look for evidence of:The ability to lead, manage and motivate staff to achieve desired outcomesEvidence of excellent communication, influencing and negotiation skills.Evidence of strong organisational and planning skills and a proven ability to work effectively under pressure to deliver a high standard of work within deadlines.Evidence of effective problem solving and decision-making skills.Demonstrate an ability to communicate effectively in oral and in written text.InterviewValues OrientationEvidence of how your experience and approach to work reflect EA’s ethos and values.InterviewSection 3 - Desirable CriteriaSome or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.Factor Desirable Criteria Method of AssessmentQualifications/ExperienceHold a minimum of NVQ Level 3, BTEC National or two ‘A’ levels or equivalent or higher examination qualificationsFacilities Management experience in a building cleaning environmentExperience of delivering a service in partnership with other stakeholdersShortlisting by Application FormOur ValuesThrough the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.DISCLOSURE OF CRIMINAL BACKGROUNDThe Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.Further information can be accessed at NI Direct or the Department of Justice.