Estates and Facilities Manager

Kelvinside Academy is a leading co-educational independent school for children from 3 to 18 years situated in Glasgow. For further information on the school visit our website.

Kelvinside Academy are currently looking for an Estates and Facilities Manager to join our team.

Job summary and key responsibilities

The Estates and Facilities Manager is responsible for the effective management, maintenance and operation of the school estate, ensuring that all buildings, facilities, utilities and infrastructure are safe, well-maintained, clean and fit for purpose.

The role involves leading and coordinating the Estates and Facilities team and external contractors, being responsible for compliance and delivery of planned and reactive maintenance, and ensuring that essential systems, including heating, ventilation, electrical, fire safety and water systems, are regularly serviced, tested and maintained in accordance with statutory and regulatory requirements.

The postholder will maintain accurate records, coordinate estates and janitorial arrangements for external lettings, school activities and events, and act as the keyholder and primary contact for out-of-hours emergencies, ensuring appropriate staffing and cover arrangements. The Estates and Facilities Manager will also champion sustainability across the school, driving environmental initiatives and monitoring and reporting on the school’s environmental impact.

Facilities and Estate Management

· Develop and ensure effective delivery of procedures for the maintenance of all school grounds, ensuring they are clean, safe and fit for purpose.

· Plan and manage seasonal maintenance, upkeep work and engagement with contractors.

· Ensure that all work—both internal and contracted—is carried out in line with agreed schedules and standards.

· Oversee maintenance and development of the Wilderness Campus (John Duff Lodge) liaising with key stakeholders.

Contractor & Supplier Management

· Build effective working relationships with contractors and suppliers.

· Oversee all contractor works on site, including instruction, supervision, and sign-off.

· Ensure all invoices are verified against quotes and services provided.

· Take responsibility for the health, safety, and administrative oversight of all contractors working on school premises.

· Where contracts are in place (utilities; maintenance; services etc), ensure these are regularly monitored, reviewed and reported on with a view to ensuring best value for money; leading on tender exercises where appropriate.

Health & Safety

· Act as the school’s Responsible Person for estates-related health and safety.

· Develop and implement Health & Safety protocols specific to estates and maintenance activities.

· Ensure all activities comply with the school's Health & Safety Policy and relevant legislation (e.g. HSE).

· Carry out and oversee estates related risk assessments and safe systems of work.

· Prepare and maintain disaster recovery plans for estates-related incidents (e.g., flood, fire, power outages).

· Lead evacuation and emergency drills overseeing staff training for estates-related emergencies.

Security Management

Oversee deployment and operation of site security systems (CCTV, access control, alarms) and liaise with key staff across the school to ensure these systems are deployed effectively.
Develop and maintain lockdown and emergency evacuation procedures, reviewing these in line with any changes to legislation and ensuring these are communicated to staff and stakeholders.
Liaise with local authorities and key stakeholders on security risk assessments.

Operational Oversight

· Maintain accurate records, including maintenance logs, schedules, and service histories.

· Ensure compliance with statutory inspections (e.g., asbestos management, legionella testing, gas safety, PAT testing).

· Maintain readiness for external audits (HSE, Fire Service, HMIE requirements for premises).

· Ensure all tools, transport, and plant equipment are maintained in safe working order and in accordance with regulations.

· Maintain an up-to-date asset register for estates-related equipment and materials.

· Provide support to the Chief Operating Officer in the planning and costing of repair, refurbishment and capital projects, supporting strategic development of the school estate.

· Develop and deliver the school’s consolidated plan of works and ensure timely completion of scheduled tasks and reactive maintenance.

· Develop and implement energy efficiency strategies (e.g., monitoring energy usage, reducing carbon footprint).

· Oversee waste management and recycling programmes.

· Support the school’s sustainability goals, including biodiversity initiatives.

Project Management

· Act as the primary on-site contact for capital works and refurbishment projects, liaising with contractors, consultants, and the Chief Operating Officer as required.

Team Leadership & Administration

· Lead, manage, and motivate the Facilities Team, ensuring efficient allocation of work patterns, tasks, resources and delivery of relevant training.

· Plan and oversee the department’s workload, taking a proactive approach to preventative maintenance and long-term planning.

· Maintain detailed administrative records relating to compliance, maintenance, and project work.

Person Specification

· Proven experience in a facilities, estates, or maintenance management role—preferably within an education environment.

· Strong understanding of health & safety legislation and compliance (IOSH/NEBOSH qualification desirable).

· Experience of managing budgets, maintenance schedules and external contractors

· Excellent organisational and communication skills.

· Practical and proactive approach to problem-solving.

· Ability to lead, manage and motivate a small team.

· Familiarity with building management systems, maintenance software, and asset management.

· Full / clean driving licence (with D1)

· Interest and engagement in the wider life of the school such as CCF cadets or sport is desirable.

Salary Dependent on Experience.

This job description is not exhaustive, and you may be asked to carry out additional duties as deemed reasonable by the school.

Applicants should be, or eligible to become, a PVG Scheme member.

Letters of application outlining current experience with accompanying CV, should be sent by noon on Friday 13 November 2026.

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