Site Manager - Cleaning Service

JOB TITLE: Site Manager, Cleaning Service

REPORTS TO: Locality Cleaning Manager

RESPONSIBLE FOR: The supervision of Cleaning Supervisors and a Team of Cleaners
 

JOB 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.
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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 standards 
• Assist 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.

To view the summary of terms and conditions for this post, click here.

PERSON SPECIFICATION

Section 1 - Essential Criteria

The 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.

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.

Section 3 - Desirable Criteria

Some 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.

Our Values

Through 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 BACKGROUND

The 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.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here

The Education Authority is an Equal Opportunities Employer.