Operations Manager @ Fernvale Gardens School

The role of Operations Manager (OM) is to be responsible for the strategic management of the school environment, including estate, facilities, resources (inventories/supplies) and processes, to achieve school's objectives as well as day-to-day operations. The OM also plays a key role in school safety and security, overseeing risk-management, health matters and emergency preparedness processes.

As part of the management team, the OM will also contribute towards organizational decision-making and participate in general executive and non-executive functions that the team undertakes. The role will also include the reviewing and enhancement of systems by harnessing technology to improve productivity and efficiency.

The OM is also required to supervise and manage a team of cleaners and/or general workers.

The School aims to support students with intellectual disability including those with Autism Spectrum Disorder (ASD) from ages 7 through 18. Our staff are key in supporting our students towards becoming independent adults and community contributors.

Estate/Facilities Management:

• Execution of medium to long term (e.g. 3 years) localised facility planning and forecasting to develop the facility improvement roadmap for the school (including moving of school etc.)
• Forecast needs arising from the improvement, maintenance and upkeep of the school facilities on a yearly basis (eg budgeting for facilities management, maintenance & upgrading)
• Manage maintenance and improvement projects, check, renew and prepare maintenance contracts for works and supplies.
• Regularly check the premises for damages and ensure cleanliness and a safe learning environment.
• Liaise with relevant stakeholders (e.g. MINDS HQ, MOE, SLA, BCA etc) to manage physical / technological infrastructure improvement and facilities maintenance works.
• Documentation of building plans, school design, generic manuals, warranties project handing-over etc.
• Manage fault reporting and ensuring close follow up with term contractors.
• Manage school facilities booking and evaluate to optimize use.
• Management of access and attendance electronic systems.
• Carry out joint spot-checks with NEA on cleanliness of the school and proper maintenance of anti-mosquito regimes.
• Provide inputs for Risk Assessment and Management for Term Contractors.
• Any other duties assigned by Reporting Officer.

School Safety and Security:

• Be part of the School Safety Committee as the School Safety and Security Liaison Officer, overseeing school safety and emergency preparedness to ensure the safety of all in the event of emergencies and heightened health and safety risk situations.
• Manage all SOPs for emergency preparation, readiness and response.
• Work closely with MOE's School Safety & Emergency Preparedness Department.
• Conduct Safety, Security and Emergency Preparedness audits, including internal and external exercises.
• Perform the role of Fire Safety Manager to assist and advise school leaders on fire safety measures in accordance to the Fire Safety Act.
• Ensure proper maintenance of fire equipment and update of escape routes maps.
• Oversee all risk-assessment (RAMS) for school programmes.
• Inducting staff on safety, security and emergency matters.
• Liaise with external regulatory organisations (e.g. NEA, LTA, Traffic Police, SPF) for Safety, Security and Emergency Preparedness.
• Oversee the security of school during movement of visitors and contractors in school, daily access control and vehicle traffic, car parking arrangement and conduct security check.
• Ensure regular maintenance of security systems, CCTVs, fire alarms and operations check with security agencies.
• Ensure proper maintenance and update of first aid kits.

Support for Student Safety:

• Work with school leaders, teachers and social workers to manage students at risk (eg accompany social workers for home visits, accompany student to seek emergency medical treatment) when necessary.
• Assist with discipline / behaviour regulation and maintenance of order of students for safety.

Management of Assets, Resources / Supplies:

• Ensure physical sighting and tagging of all fixed asset.
• Manage the procurement, maintenance and condemnation of fixed asset.
• Ensure proper inventory management procedures.
• Ensure the maintenance and security of LAN room.
• Ensure the maintenance and security of storage of IT equipment, furniture store, PE equipment and all fixed assets.
• Oversee and ensure adequate office supplies and furniture for the school.
• Any other duties assigned by Reporting Officer.

Management of Vendors:

• Manage long-term vendors, eg Canteen operator, school-bus transport operator, school-uniform supplier.
• Manage term contractors.
• Assessment of term contractors and provide feedback to MINDS Procurement.
• Provide support for canteen operations.

Staff Management:

• Supervise and manage school operations supportive staff, eg General Workers and contract-cleaners.
• Supervise and manage school para-staff, eg security officers.
• Provide coaching, support and mentorship for General Workers.
• Prepare and review reports.
• Any other duties assigned by Reporting Officer.

Qualifications:

• Degree in any relevant discipline / Diploma in safety or operations management.
• At least 3 years of relevant management /operations/safety / leadership experience will be an advantage.
• Strong interpersonal, organisation and communication skills, as well as the ability to lead and work well in teams.
• Good organisational and people management skills.
• Exposure in community care sector is an added advantage.