Estate Manager

THE KEY PERFORMANCE AREAS OF AN ESTATE MANAGER INCLUDE:

As Estates Manager, you will be expected to manage all aspects of facilities management services. This will include, but is not limited to, the following:

Department Mangement:

• Effectively manage, lead and develop the Estates / Facilities teams consisting of supervisors and all staff.
• Carry out annual appraisal reviews and work with the HR and the Business Manager to deal with any personnel issues, as required.
• Attend Development Committee meetings as and when required.

Estate / Facilities Mangement:

• Manage and deliver a cost-effective and timely maintenance programme for all buildings and facilities, as well as school vehicles and maintenance equipment; to make recommendations, prepare briefs and specifications to ensure these are delivered within budget and to the high standards required.
• Operate the annual estate/buildings/transport budgets and assist the Business Manager in the preparation of these.
• Conduct regular risk assessments to proactively address any risks affecting facilities and transport.
• Arrange the servicing of all equipment, machinery, systems and vehicles as required, and to compile and keep accurate records of these.
• Oversee and be responsible for the efficient procurement and tendering of contractors and suppliers.
• Monitor and prioritise maintenance tasks ensuing that all requests are logged on to the school system and carried out in a professional, cost effective and timely manner.
• Ensure all statutory checks and tests are carried out in a timely manner and all issues are dealt with swiftly.
• Manage and oversee the school’s refuse collection, general maintenance (including plumbing, electrical, tiling, painting, fencing, access control, security etc), upkeep of grounds, buildings and sports facilities, as well as garden landscaping.
• Manage and oversee the upkeep and maintenance of the boarding establishment, kitchen and sports facilities.
• Maintain a sufficient stock of maintenance and grounds materials and equipment, dealing with and checking deliveries.
• Maintain and operate the School swimming pools and equipment, including the provision and safeguarding of chemicals and preparing risk assessments for use.
• Prepare for School functions and events, assisting with the moving of furniture and equipment, where required.
• Attend all Operations meetings and weekly Transport meetings.
• Attend weekly Maintenance meetings with the Business Manager.
• Lead daily meetings with maintenance staff.
• Oversee the management of the School car parks and CCTV systems to ensure safety and compliance.
• Attend to any case of emergency during the school day and outside office hours including weekends, as required.
• Work with the Business Manager to improve the School’s sustainability and environmental performance, including energy consumption.
• Maintain an up-to-date air-conditioner and geyser register for insurance purposes.

Maintenance and Building Projects:

• Be responsible for the maintenance, upkeep, and preparation of all School grounds, gardens, playing fields, car-parking areas and road accesses.
• Draw up a schedule each term, detailing the minor projects, maintenance and grounds work to be carried out during the course of the coming school holidays.
• Develop and maintain a schedule of work which ensures that sports areas are brought to the required level of preparation in time for time-tabled or match use as determined by the Head of Sport.
• Ensure that all grounds maintenance equipment and vehicles are kept in a good state of repair, are properly serviced, are used always in accordance with operating instructions, and are adequately secured when not in use.
• Ensure that all grounds maintenance buildings are locked up and secure whenever unsupervised.
• Carry out preparation work for work to be carried out by external contractors engaged on minor works programmes, and coordinating and overseeing their work on site.
• Together with the Business Manager, to project manage all building projects.
• Oversee and manage all contractors and sub-contractors on site and to ensure that they are appraised of and comply with the school’s code of conduct for contractors.
• Together with the Operations Manager ensure that all contractors and sub-contractors undergo the necessary screening checks prior to commencement of work at the school, and to maintain the contractor database in this regard.

Health & Safety:

• Take the lead role as the Health and Safety Officer of the school and to manage the H&S at work regulations including any other statutory or inspection requirements.
• Be responsible for the creation and editing of the School’s Health and Safety Policy ensuring that the Business Manager and Head are updated on any compliance issues and issuing this to the Board of Governors for approval at the start of each academic year.
• Carry out a termly health and safety inspection and to implement an action plan to effectively manage any areas of concern.
• Ensure that all health and safety rules are adhered to and that all staff using equipment are properly competent and trained to do so.
• Ensure that a comprehensive programme of Health and Safety training is delivered to all staff, as necessary.
• Ensure that risk assessments are up to date for the whole school and to implement any action plans as required following consultation with the appropriate stakeholders.
• Chair H&S meetings.
• Ensure that safe working practices are employed and that all staff are properly trained and competent in the operation of any equipment put into their charge.
• Report incidents to the Business Manager.
• Oversee the termly testing of the fire alarm system and ensure regular fire and riot drills are carried out and recorded.
• Ensure that all electrical installations comply with the regulations and that periodic testing is completed to schedule.

Security:

• Act as manager in charge of site security and resolve any issues as appropriate.
• Develop and manage CCTV, access control and other security measures to prevent theft or damage to the School property.
• Act as a designated on-call key holder, providing out of hours and emergency response to alarms or incidents.

Vehicle Fleet Management:

• Ensure all fleet vehicles have the following in place: license disks are up to date, 6 monthly Certificate of Compliance (CoC’s) for all vehicles.
• Ensure all vehicles are booked in for services according to their vehicle service book.
• Keep accurate records of fleet vehicle maintenance and repair history.
• Check the vehicle logbooks to ensure all Drivers are logging their trips correctly, compare this against the vehicle trackers.
• Ensure drivers have valid driver’s licences and PDPs.
• Notify the Business Manager immediately after there has been an accident and assist in gathering documentation for these claims.
• Ensure daily vehicle inspection checklists are filed on Outlook once Drivers capture these on the SJS App.
• Ensure Passenger Manifestos and Event forms are filed.

SKILLS, EXPERIENCE AND QUALIFICATIONS REQUIRED TO QUALIFY:

• Grade 12 matric certificate.
• Min. 10 years' experience working in Facilities and Estate Management in a similar school environment to St John's D.S.G.
• Technical knowledge and capabilities to fulfill the role.
• Knowledge of sports facilities and turf management.
• Relevant vocational qualifications are advantageous.
• Thorough understanding of the LRA, BCEA and OHS Acts.
• Advanced proficiency in MS Office.
• Strong leadership capabilities, with experience in managing teams and fostering a collaborative working environment.
• Fluent in English and be able to converse in isiZulu (advantageous).
• A clear criminal clearance certificate.

OUR EXPECTATIONS ARE THAT YOU WOULD:

• Have unquestionable integrity, enthusiasm and values-driven leadership.
• Be delivery-focused and provide an exceptional level of customer service to all stakeholders.
• Support the St John’s D.S.G School culture as well as its policies and procedures.
• Be physically fit to meet the physical demands of the position.
• Be prepared to work on weekends and at various school events when required.
• Undertake any duties or activities as reasonably required by the Business Manager or Principal to fulfil the requirements of this role and to contribute to the high expectations of an independent school.

Closing Date: 11th June 2025

Position Available: Term 4 - 1st September 2025

St John’s D.S.G. reserves the right not to proceed with the filling of this post. An application will not in itself entitle the applicant to an interview or an appointment. Applicants who do not meet the requirements of the advertised post or who do not submit the application form and requested evidence, will automatically be disqualified from consideration. Applicants who have not been contacted after 6 weeks should take it that their application has not been successful.

St John’s D.S.G. is an equal opportunity employer. The School’s Employment Equity plan and targets will be considered as part of the recruitment process. St John’s D.S.G. supports the recruitment of people with disabilities.