Sports Facility Manager

SPORTS FACILITY MANAGER

JOB DESCRIPTION

GRADE Grade 6

WORKING PATTERN 35 hours per week

RESPONSIBLE TO Facilities Manager

MAIN CONTACTS

The jobholder reports tothe Facilities Manager. Other contacts include: Headteacher, other SLT members, school staff and students, community groups, youth and sports clubs, leagues, voluntary groups, sports governing bodies and the general public.

MAIN PURPOSE OF THE JOB

·  To be responsible for the effective, efficient management and day-to-day operation of the school’s Sports Facilities including the management and organisation of lettings

·  To maximise usage of the school’s facilities to generate income in line with the schools plans/targets.

·  To be a responsible key holder and manage security and facilities systems on site including alarm systems and CCTV

·  To make the facility an essential sports facility for the local community, together with developing a promotion and marketing strategy.

·  To assist in the smooth running of school events and examinations.

MAIN TASKS

Lettings Administration

·  To be responsible for the co-ordination of all school lettings ensuring that a detailed record of all bookings both internally and externally to ensure that no clashes arise.

·  Dealing with all enquiries relating to current and new bookings by phone and by email and following up potential leads

·  Communication with existing customers regarding issues/relevant information

·  Carrying out day to day administrative roles i.e emails, telephone calls, invoicing, information distribution.

·  To further develop administrative procedures for bookings, finance and administration

Promotion/Business Development

·  In conjunction with relevant stakeholders, to set aims and objectives for the use of the school’s sports facility.To monitor, evaluate and review its use on a regular basis and to produce reports, statistics and other information relevant to the centre for the Headteacher and Governors’ consideration

·  To prepare daily and weekly financial and statistical returns on usage of the Facility

·  To be responsible for keeping the School’s Letting Policy up to date.

·  To research the services and costings of other providers in the locality and in conjunction with the School Business Manager to produce a pricing strategy for the school’s sports facilities

·  Advertising and promoting the school’s sports facilities to increase usage and meet income generation targets through the use of social media and the school’s website.

·  Finding potential new business and leads using a variety of tools including social media, emails, internet searches, local newspapers, local community venues, other centres.

·  The implementation, analysis and production of Facility reports

Financial Management

·  In conjunction with the Finance Department, ensure all invoices for school lettings are raised.

·  Ensure invoices are paid with the agreed timescales and liaise with late paying customers.

·  Liaising with the Finance Department, to ensure that debtors are chased for payment and debtor letters are sent.

·  Preparing, checking and reporting on budgets and income generation.

Site Management

·  Responsible for the overall security of the school premises including the closing and locking of all windows, doors and gates and the setting of the school alarm system.

·  To be a designated key holder and be a point of contact in an emergency call out situation.

·  Monitoring and administering CCTV system

·  Overseeing the sports ground and site maintenance of the school, including the maintenance of specialist sports equipment, undertaking or arranging repairs on the equipment and the site as appropriate.

·  Responsible for the preparation of any areas required for any school function including assemblies, exams and/or lettings which could include the moving of tables and chairs or the setting up/clearing away of other such furniture.

·  To oversee the cleaning contractors out of school hours and deal with any issues, problems or emergencies relating to the cleaning of the site.

·  Assisting external contractors out of normal school hours and during school holiday periods.

·  To provide assistance to the Facilites Manager where necessary.

·  To provide cover for the Facilities Manager or Site Manager where necessary, particularly in school closure periods.

Health and Safety

·  To manage health and safety risk assessments and dissemination and compliance with health and safety policies and procedures.

·  To carry out health and safety checks on the equipment and site.

·  To deal with any insurance queries and claims

Other

·  To provide reception cover at the end of each school day.

·  To keep up-to-date with sports development and leisure management issues that are important to the role of the Sports Facility Manager.

·  Maintaining high levels of customer care, often with a particular focus on avoiding loss of existing users.

·  Handling complaints and incidents, e.g accidents and emergencies, thefts in accordance with school procedures

·  To liaise with sporting clubs, coaches and the community over sports development initiatives.

·  To act as a designated first aider and undertake first aid duties in accordance with the rota.

·  To follow the school’s lone working procedures at all times.

·  To work as part of a team to support colleagues and contribute to the vision and ethos of the school.

·  To undertake personal development to improve own practice.

·  To be aware of and comply with policies and procedures relating to child protection, safeguarding, health and safety, security, confidentiality and data protection, reporting all concerns to an appropriate person as soon as they arise

·  Actively promote equal opportunities and support the delivery of services which are accessible and appropriate to the diverse needs of service users

·  To uphold the Catholic ethos of the school including attendance at whole school events

·  To participate in training and other learning activities and the school’s performance management process.

·  Any other duties and responsibilities within the range of the salary grade.

PERSON SPECIFICATION

SPORTS FACILITY MANAGER

·  Experience in site management/lettings management

·  An awareness of sports development and organisations

·  Ability to manage facility users and resources

·  Good oral and written communication skills, including the ability to write plans and reports.

·  Experience of use of appropriate specialist equipment

·  Knowledge of health and safety and hygiene procedures and precautions

·  Knowledge of moving and handling procedures and an ability to carry out tasks with regard to Health and safety procedures

·  Ability to relate well to students and adults within a school environment

·  An ability to undertake all physical aspects of the job.

·  IT skills with experience of Excel and BookingPro or other lettings software

·  Ability to manage change and initiatives

·  Ability to monitor and evaluate work.

·  Excellent planning skills, including the ability to prioritise work and set targets for self.

·  Experience of financial management.

·  Experience of leading, supporting and developing community sport, working closely with others.

Personal Style and Behaviour:

·  Self-motivation and personal drive to complete tasks to required timescale and quality service standards

·  An inclusive team worker, who fosters relationships, works collaboratively and achieves results.

·  Commitment to continuous professional development.

·  A commitment to equal opportunities for all

·  A commitment to ensuring high quality service to all users of the facility

·  Willingness to work unsociable hours

·  Able to maintain issues of confidentiality within the working environment

·  Willingness to uphold the Catholic Ethos of the school

·  Willing to apply for an enhanced DBS check.