Purchaser and Facilities Officer

Closing date:
19/03/2017
Salary:
£28,000-30,000
Location:
W1H 5AU
Halcyon London International School
33 Seymour Place
London
W1H 5AU

http://www.halcyonschool.com

Job description

Purchaser and Facilities Officer

Job Description

The Purchaser and Facilities Officer is a member of the Administration Team. The Purchaser and Facilities Officer is responsible to

a) the Financial Director for

  • maintaining and supporting effective purchase order system
  • supporting the finance team in routine financial management of the school’s business, in accordance with agreed procedures

  

b) the Director for

  • proactively managing all aspects of the School’s facilities, including record-keeping for inspection and compliance purposes
  • overseeing and developing the school’s Health and Safety provision
  • overseeing the school’s Fire Safety provision
  • school event management

Halcyon London International School is committed to safeguarding and promoting the welfare of children and will check the suitability of staff to work with children. Applicants must be willing to undergo an enhanced Disclosure and Barring Service check and overseas police checks (where necessary). Please see our Safeguarding & Promoting Welfare of Children Policy for full details of our safer recruitment procedures. Our Policy on the Recruitment of Ex-Offenders is available upon request. 

Halcyon London International School is an equal opportunities employer.

The following list serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform different tasks as necessitated by the development of this role as the practice develops, and the overall business objectives of the practice change.

 

1. General responsibilities

The Purchaser and Facilities Officer will

·    safeguard and promote the welfare of children

·    be an active advocate for Halcyon’s vision, mission and core aims

·    be an active advocate for Halcyon’s curricular and philosophical commitments as an IB World School, ensuring alignment of relevant policies and practices to IB Standards and Practices

·    collaborate with the Administrative Team to implement and deliver Halcyon’s strategic operational goals, aligned to the school’s strategic planning

·    collaborate with curriculum teams and the Student Wellbeing Team, to ensure that at all times administrative support reflects the school’s curriculum, and promotes a safe, supportive learning environment for students and parents

·    promote a culture where diversity and inclusion are encouraged and students learn to respect differences, take responsibility for their actions, exercise leadership, actively build community and strive for academic excellence

·    engage with teachers, students, parents and the wider school community to create a dynamic, aspirational and innovative culture – a professional learning community grounded in collaboration, focused on improving learning outcomes, and driven by data-informed decision-making

·    lead and support a culture accepting of innovation

·    be an active, life-long learner

2.  Specific responsibilities

The Purchaser and Facilities Officer will

  • ensure the smooth running of the school’s purchasing process
  • oversee and reconcile deliveries
  • maintain asset register
  • maintain purchase order system, including issuing of purchase order numbers and purchase requisition numbers
  • maintain expense form system, including issuing of expense form numbers supporting the coding and input of receipts, delivery notices, invoices and credit notes as directed by the Finance Manager
  • support the Finance Team in the preparation of financial reports and paperwork for audits and providing information as requested during audit
  • maintenance of accounts for suppliers
  • support the Finance Team in organisation and handling of petty cash and cash reconciliations
  • manage school deliveries (purchased items), ensuring that all materials are logged and reach the correct team, office or colleague
  • oversee the management of the school’s

·         external cleaning company contract and services

·         relationship with the landlord’s facilities staff on a day-to-day basis with regular meetings with the landlord’s Executive Director and the school’s Director

·         relationships with all vendors who service various aspects of the school’s plant and works

·         buildings and day-to-day maintenance including the keeping of records

·       liaise with the landlord and coordinate with the school Director regarding

·         the installation and maintenance of equipment for the detection, warning, protection and escape from fire

·         the installation and maintenance of equipment for intruder/lockdown procedures

·         regular review and training with school and WLS front of house/facilities staff and ED on safeguarding policy and practice

·         compliance with and implementation of procedures in respect of all building and environmental related Health and Safety legislation

·         that building and fire risk assessments are in place and that appropriate fire safety measure are taken, including provision and testing of fire extinguishers, fire alarm call points, and that regular fire evacuations take place and visual inspection of premises are conducted

·       oversee and manage the School’s heating and cooling systems

·       liaise with the HR Manager on managing and issuing school keys

·       support the Finance Director, and the Director to ensure that all facilities meet required health and safety

     standards

·       liaise with the WLS and the Director to support all necessary building maintenance

·       periodically tour the school buildings, with the Administration Officer, to ensure Halcyon continues to

provide a safe, secure, clean and welcoming environment for the community

·       manage school events, including appropriate liaison with WLS (facilities), purchasing (resources), liaison

with Communications, and collaboration with the Administrative Officer.

                be available for out-of-hours parent meetings and promotional evenings

  • liaise with the Human Resources Manager to ensure that all relevant student safeguarding, health and safety, and medical training, is up-to-date and fit-for-purpose
  • attend Administrative Team meetings, as directed by the Director

Person Specification

 

The successful candidate will be expected to have the following qualifications, experience and abilities:

  • Education to BA level
  • At least 3 years experience in a purchasing capacity and finance management
  • Strong background in using a finance management system
  • Experience in facilities management capacity
  • Health and Safety Qualification (IOSH or similar)
  • Excellent digital skills, including experience managing data sets
  • Excellent written and verbal communication skills
  • Experience working within, or leading, productive teams

 

The successful candidate will be expected to have the following personal attributes:

  • An international outlook and/or experience of living or working in an international environment
  • Strong team-worker
  • Discretion and adherence to confidentiality
  • Keen to be part of a young growing organisation
  • Commitment to Continued Professional Development
  • A record of suitability to work with children

 

The following would also be desirable:

  • Knowledge/experience of international and/or IB schools
  • Familiarity with working with students from a variety of cultural and language backgrounds
  • Experience in a start-up environment
  • Additional qualifications in the field of IT or the service industry
  • To be able to work in a language apart from English

Halcyon London International School is committed to safeguarding and promoting the welfare of children and will check the suitability of staff to work with children. Applicants must be willing to undergo an enhanced Disclosure and Barring Service check and overseas police checks (where necessary). Please see our Safeguarding & Promoting Welfare of Children Policy for full details of our safer recruitment procedures. Our Policy on the Recruitment of Ex-Offenders is available upon request. 

Halcyon London International School is an equal opportunities employer.

How to apply

Apply: http://halcyonschool.com/jobapplication-1

Closing Date for Applications: Sunday 19 March 2017
Interviews to Commence: Monday 20 March 2017
Salary Range: £28,000-£30,000
Contract: Full-time
Start Date: As soon as possible