Operations and Facilities Manager

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ISWA is an independent, non-denominational, co-educational school for local and international students from K-12, running on a northern hemisphere calendar. ISWA embraces international mindedness, with students and families from approximately 60 nationalities forming the school community.

ISWA's purpose is empowering students' unique development in an inclusive inquiry-focused environment, to thrive in the world.

The School is seeking a dynamic Operations and Facilities Manager.

The OFM is employed to provide an efficient operational framework that supports both the educational and business functions of the school. The OFM is a key leadership position within the administration of ISWA, involving responsibility for Work Health and Safety, risk and facilities management.

The OFM will be a highly motivated, professional people manager and innovative individual displaying excellent interpersonal, information technology, time management and administrative skills. The OFM will be committed to the strategic purpose of the school, wellbeing, safety and compliance, and working in an intercultural, inclusive and diverse community. They will undertake all tasks with confidentiality and discretion, using initiative, creativity and flexibility.

The OFM will be the direct line manager for Administration Officers, Admissions, Marketing and Facilities/Groundskeeper.

Key responsibilities include but are not limited to:

Operations Management

• Ensure all school operations are conducted efficiently, cost-effectively, and in alignment with the school's mission and standards.
• Continuously improve operational management systems, processes, and best practices.
• Stay current with compliance and legislative requirements relevant to the school's operations, overseeing adherence to policies and regulatory standards.
• Manage direct reports, including conducting annual performance reviews, overseeing professional development opportunities, and managing leave.
• Oversee external contractors, ensuring adherence to safety protocols, code of conduct, and child protection compliance.
• Oversee accurate record-keeping for student data from admissions and throughout student enrolment.
• Prepare and upload required information for government reporting and compliance purposes.
• Collaborate with the IT Manager to align non-educational technology to school needs and ensure staff are trained, data collected, and efficiencies enacted.
• Manage relevant budgets.

Facilities Management

• Maintain school grounds that are clean, safe, and appealing for students, staff, and visitors.
• Manage groundskeeping and maintenance staff, as well as external contractors.
• Ensure seamless operation of cleaning, groundskeeping, and maintenance services, including vendor selection and oversight.
• Manage all building and maintenance projects for the school, ensuring completion to a high standard.
• Develop and maintain processes for asset acquisition, maintenance, renewal, and replacement to meet the school's current and future educational needs.
• Work with the finance department to align resources and ensure timely, budget-compliant delivery of necessary assets.
• Monitor and liaise with the Department of Education regarding facilities maintenance schedules; create a supplemental schedule for items not covered.
• Track, record, and address all maintenance issues in a timely and efficient manner.
• Ensure the high standard of ISWA's property presentation through effective maintenance programming, budgeting, and contractor management.
• Coordinate with the Department of Education and Doubleview Primary for shared facilities' maintenance.
• Ensure ISWA grounds and facilities comply with work health and safety standards as per legislative requirements.
• Prepare and present a monthly Facilities report and WHS Report for the Board Finance and Facilities Committee, and attend meetings as required.
• Oversee event logistics, including risk assessment, facilities setup, regulatory compliance, and securing premises for after-hours events.
• Manage the rental of school facilities to external organisations, supporting extended services and community engagement.
• Participate in committees and forums related to present and future facilities planning.

Risk and Workplace Health and Safety (WHS) Management

• Chair the WHS Committee, ensuring a safe environment for the school community.
• Oversee WHS standards and procedures to ensure compliance with legislation, consulting with external agencies as needed.
• Provide risk management oversight of school facilities.
• Serve as the Chief Warden during emergencies, overseeing the implementation of emergency protocols.
• Keep health and safety policies and procedures current, ensuring they are well communicated, and staff are trained.
• Plan, conduct, and document regular Emergency Management Drills
• Oversee Critical Incident reporting, conducting thorough risk investigations and internal audits to monitor compliance and control efficacy.
• Report critical incidents to the Department of Education in line with legislative requirements.
• Manage the school's risk register and provide regular updates and risk assessments to the Principal, Board, and Governance Committee.

Administration, Marketing, and Admissions Management

• Administration: Supervise administration officers, ensuring efficient office operations, accurate record-keeping, and high-quality customer service.
• Review and optimise administrative processes for improved system efficiencies and streamlined workflows.
• Marketing: Collaborate with the Marketing and Communications Officer to develop and implement plans that promote the school's programs and increase visibility.
• Oversee marketing and communication activities, including social media, website management, events and community outreach, to enhance the school's reputation and support enrolment.
• Admissions: Work closely with the Admissions Officer to oversee student admissions processes, ensuring a smooth and welcoming experience for prospective families.
• Support the Admissions team in achieving enrolment goals, aligning with the school's strategic objectives for growth and retention.

The successful candidate will possess:

Required

• Qualifications and experience relating to administration preferably a degree in Business Administration, Operations Management, Facilities Management, or a related field.
• Proven experience in operations and people management.
• The ability to develop systems to improve efficiency and efficacy.
• Excellent interpersonal and communication skills, including the ability to relate to others with sensitivity, empathy and diplomacy, and to reduce and resolve conflict.
• Excellent communication, problem-solving, and organisational abilities.
• Alignment with ISWA's Purpose and Commitments, and the philosophy of the International Baccalaureate program.
• The ability to lead, inspire and manage a team.
• The ability to collaborate and work as part of a team.
• The ability to prioritise and work to deadlines.
• The ability to manage risk, including overseeing the development of risk assessments that enhance community safety and comply with registration standards.
• The ability to build positive working relationships with staff, parents, students and members of organisations affiliated with the school.
• Innovative with a growth mindset and desire to grow professionally.
• Flexibility with working hours – the position may require attendance at evening or early morning meetings and school events.
• High levels of professionalism and confidentiality.
• Strong knowledge of WHS standards, child protection, risk management, and compliance.

Desired but not essential

• Experience within an educational environment.
• Knowledge of school procedures and protocols, governance and registration requirements including reporting compliance.
• International experience/experience working in a diverse, multicultural workplace.
• The ability to converse in languages other than English
• Experience with administrative, marketing, and admissions processes.
• Experience in managing projects related to facilities improvements/ upgrades.

Only shortlisted candidates will be contacted. We do not currently offer sponsorship so full Australian working rights are required for this position. Additional information can be requested by email: hr@iswa.wa.edu.au

The closing date for the advert is Wednesday 24 September at 12 noon.

No unsolicited agency CVs are being accepted at this time. The school reserves the right to close the application process once the right candidate has been found.

Salary match Number of applicants Skills match

Your application will include the following questions:

1. Which of the following statements best describes your right to work in Australia?
2. How many years\' experience do you have as a facilities manager?
3. How many years of people management experience do you have?
4. Do you have experience in administration?
5. Do you have experience in a community outreach environment?
6. Do you have customer service experience?
7. Have you worked in a role which requires a sound understanding of OH&S/WHS?
8. Do you have a current Working With Children (WWC) Check?