AP 477.1 - Role of the Manager of Facility Services
The Manager of Facility Services reports directly to the Superintendent of Operational Services/COO.
The Manager of Facility Services is assigned the following specific areas of responsibility and service:
1. Fiscal Responsibility
Role Expectations:
RE 1.1 Operates in a fiscally responsible manner, in facilities services.
RE 1.2 Administer all facilities contracts and ensure compliance and appropriate performance.
RE 1.3 Monitors the areas of facilities, playground structures and property infrastructure and makes recommendations to the Superintendent of Operational Services/COO, regarding continuous improvements in effectiveness and efficiency.
Quality Indicators relative to fiscal responsibility:
QI 1.1 Monitors and reviews expenditures to ensure continuous improvement in terms of value for money in assigned areas of responsibility on a quarterly basis.
QI 1.2 Makes recommendations to the Superintendent of Operational Services/COO regarding capital needs to facilitate the development of the annual capital and operating budget.
QI 1.3 Ensures division purchases in areas of assigned responsibility, are made in accordance with legislation, Board Policy and budget.
QI 1.4 Meets regularly with contractors to review and assess performance against contractual and legislative requirements.
QI 1.5 Informs the Superintendent of Operational Services/COO on an ongoing basis about incurred and potential liabilities.
2. Board Policy and Administrative Procedures
Role Expectations:
RE 2.1 Make recommendations within areas of assigned responsibility, to the Superintendent of Operational Services/COO, to ensure related Administrative Procedures are kept current and are in compliance as they relate to the Director's responsibilities as outlined in Board Policy.
Quality Indicators relative to Board Policy and Administrative Procedures:
QI 2.1 Ensures recommendations of required revisions are made to the Superintendent of Operational Services/COO in a timely manner with due regard for legislation, contracts and Board Policy within areas of responsibility.
QI 2.2 Ensures compliance with Legislation and Board Policy and Administrative Procedures as required in the performance of duties.
3. Manager of Facility Services/Superintendent of Operational Services Relations
Role Expectations:
RE 3.1 Establishes and maintains positive professional working relations with the Superintendent of Operational Services/COO.
RE 3.2 Honours and facilitates the implementation of the Superintendent of Operational Services/COO roles and responsibilities as defined in Administrative Procedure 477.
RE 3.3 Provides the information which the Superintendent of Operational Services/COO requires to perform their role.
RE 3.4 Performs all related duties as may be assigned by the Superintendent of Operations/COO.
Quality Indicators relative to Manager of Facility Services/Superintendent of Operational Services/COO relations:
QI 3.1 Ensures proposed submissions for relevant agendas are made in a timely comprehensive manner and in accordance with the prescribed format. Such submissions shall contain balanced, sufficient, concise information and, where appropriate, clear recommendations. Such proposed submissions shall be made to the Superintendent of Operational Services/COO as requested.
QI 3.2 Ensures the Superintendent of Operational Services/COO is informed about Division operations within areas of responsibility.
QI 3.3 Interacts with the Superintendent of Operational Services/COO in an open, honest, pro-active and professional manner.
QI 3.4 Implements the Superintendent of Operational Services/COO directions with integrity in a timely fashion, in order for the Superintendent of Operational Services/COO to perform their duties in an exemplary fashion.
4. Organizational Management
Role Expectations:
RE 4.1 Ensures divisional compliance with all legislative, Ministry of Education and Board mandates (timelines and quality) within areas of responsibility.
Quality Indicators relative to organizational management:
QI 4.1 Ensures exemplary supervisory oversight is provided for all facilities services staff.
QI 4.2 Provides a draft copy of Facilities services accountability reports to the Superintendent of Operational Services/COO annually.
QI 4.3 Manages staff so needs and requests are dealt with in timely manner in alignment with Board goals and priorities.
QI 4.4 Provides Facility Services monthly performance reports to the Superintendent of Operational Services/COO.
QI 4.5 Acts in an advisory capacity to principals in regards to custodial staff and provides custodial orientation and training division wide.
QI 4.6 Ensures compliance with Occupational Health and Safety Act and work towards core compliance.
QI 4.7 Contributes to a Division culture which facilitates positive results, effectively handles emergencies, and deals with crisis situations in a team-orientated collaborative and cohesive fashion.
5. Communications and Community Relations
Role Expectations:
RE 5.1 Takes appropriate actions to ensure positive external and internal communications are developed and maintained in areas of assigned responsibility in accordance with Division strategy and expectations.
Quality Indicators relative to communications and community relations:
QI 5.1 Represents the Division in a positive and professional manner.
QI 5.2 Manages conflict effectively.
6. Student Well-Being
Role Expectations:
RE 6.1 Provide facilities that adequately accommodate Division students in a safe and healthy environment.
Quality Indicators relative to student well-being:
QI 6.1 Ensures playgrounds and facilities are safe and healthy.
QI 6.2 Ensures long-term capital asset renewal and long-term maintenance schedules provide for student safety.
QI 6.3 Ensures long-term facility plans incorporate student safety as a primary consideration.
QI 6.4 Ensures proactive measures are taken to effectively manage facility management risks and reduce long-term capital expenditures.
7. Leadership Practices
Role Expectations:
RE 7.1 Practices leadership in a manner that is viewed positively and has the support of those with whom he works most directly in carrying out assigned duties.
RE 7.2 Develop performance metrics for the purpose of monitoring and evaluating operational performance areas of assigned responsibility.
RE 7.3 Consistently act in accordance with the division cultural values.
RE 7.4 Recognizes the sensitive nature and the impact of potential solutions on the Division and seeks input from the Superintendent of Operational Services/COO.
Quality Indicators relative to leadership practices:
QI 7.1 Provides guidance and clear directions.
QI 7.2 Provides effective service and leadership within areas of responsibility.
QI 7.3 Prepares and communicates decisions within areas of responsibility.
QI 7.4 Establishes and maintains positive, professional working relationships with staff.
QI 7.5 Unites people towards a common sense of purpose and alignment with Divisional goals in the provision of services within areas of assigned responsibility.
QI 7.6 Demonstrates a high commitment to the needs of students.
QI 7.7 Builds trust in the Manager of Finance Services.
QI 7.8 Effectively solves problems.
QI 7.9 Continuously reviews and improves practice, based on performance data.
QI 7.10 Demonstrates a high commitment to the needs of employees.
QI 7.11 Works collaboratively with other services to ensure the sharing of information as required within areas of responsibility.
QI 7.12 Exhibits a high level of personal, professional and organizational integrity.
QI 7.13 Models a commitment to personal and professional growth.
QI 7.14 Empowers others.
QI 7.15 Models high ethical standards of conduct.
QI 7.16 Maintaining confidentiality at all times.
QI 7.17 Demonstrating punctuality and appropriate dress for a professional setting.
QI 7.18 Maintaining current with required technology to effectively execute assigned duties.
Note: Direct reports and a representative sample of principals will be interviewed.
Interviews will be conducted using the questions outlined below. The interviews will be individual phone interviews with verbatim comments and a summary report provided to the Director, Superintendent of Operational Services/COO and Manager of Facility Services.
LEADERSHIP PRACTICES INTERVIEW GUIDE
Perceptions of a representative sample of Principals and all Direct Reports
November 6, 2015
Revised May 26, 2016
Revised November 4, 2016
The Manager of Facility Services is assigned the following specific areas of responsibility and service:
1. Fiscal Responsibility
Role Expectations:
RE 1.1 Operates in a fiscally responsible manner, in facilities services.
RE 1.2 Administer all facilities contracts and ensure compliance and appropriate performance.
RE 1.3 Monitors the areas of facilities, playground structures and property infrastructure and makes recommendations to the Superintendent of Operational Services/COO, regarding continuous improvements in effectiveness and efficiency.
Quality Indicators relative to fiscal responsibility:
QI 1.1 Monitors and reviews expenditures to ensure continuous improvement in terms of value for money in assigned areas of responsibility on a quarterly basis.
QI 1.2 Makes recommendations to the Superintendent of Operational Services/COO regarding capital needs to facilitate the development of the annual capital and operating budget.
QI 1.3 Ensures division purchases in areas of assigned responsibility, are made in accordance with legislation, Board Policy and budget.
QI 1.4 Meets regularly with contractors to review and assess performance against contractual and legislative requirements.
QI 1.5 Informs the Superintendent of Operational Services/COO on an ongoing basis about incurred and potential liabilities.
2. Board Policy and Administrative Procedures
Role Expectations:
RE 2.1 Make recommendations within areas of assigned responsibility, to the Superintendent of Operational Services/COO, to ensure related Administrative Procedures are kept current and are in compliance as they relate to the Director's responsibilities as outlined in Board Policy.
Quality Indicators relative to Board Policy and Administrative Procedures:
QI 2.1 Ensures recommendations of required revisions are made to the Superintendent of Operational Services/COO in a timely manner with due regard for legislation, contracts and Board Policy within areas of responsibility.
QI 2.2 Ensures compliance with Legislation and Board Policy and Administrative Procedures as required in the performance of duties.
3. Manager of Facility Services/Superintendent of Operational Services Relations
Role Expectations:
RE 3.1 Establishes and maintains positive professional working relations with the Superintendent of Operational Services/COO.
RE 3.2 Honours and facilitates the implementation of the Superintendent of Operational Services/COO roles and responsibilities as defined in Administrative Procedure 477.
RE 3.3 Provides the information which the Superintendent of Operational Services/COO requires to perform their role.
RE 3.4 Performs all related duties as may be assigned by the Superintendent of Operations/COO.
Quality Indicators relative to Manager of Facility Services/Superintendent of Operational Services/COO relations:
QI 3.1 Ensures proposed submissions for relevant agendas are made in a timely comprehensive manner and in accordance with the prescribed format. Such submissions shall contain balanced, sufficient, concise information and, where appropriate, clear recommendations. Such proposed submissions shall be made to the Superintendent of Operational Services/COO as requested.
QI 3.2 Ensures the Superintendent of Operational Services/COO is informed about Division operations within areas of responsibility.
QI 3.3 Interacts with the Superintendent of Operational Services/COO in an open, honest, pro-active and professional manner.
QI 3.4 Implements the Superintendent of Operational Services/COO directions with integrity in a timely fashion, in order for the Superintendent of Operational Services/COO to perform their duties in an exemplary fashion.
4. Organizational Management
Role Expectations:
RE 4.1 Ensures divisional compliance with all legislative, Ministry of Education and Board mandates (timelines and quality) within areas of responsibility.
Quality Indicators relative to organizational management:
QI 4.1 Ensures exemplary supervisory oversight is provided for all facilities services staff.
QI 4.2 Provides a draft copy of Facilities services accountability reports to the Superintendent of Operational Services/COO annually.
QI 4.3 Manages staff so needs and requests are dealt with in timely manner in alignment with Board goals and priorities.
QI 4.4 Provides Facility Services monthly performance reports to the Superintendent of Operational Services/COO.
QI 4.5 Acts in an advisory capacity to principals in regards to custodial staff and provides custodial orientation and training division wide.
QI 4.6 Ensures compliance with Occupational Health and Safety Act and work towards core compliance.
QI 4.7 Contributes to a Division culture which facilitates positive results, effectively handles emergencies, and deals with crisis situations in a team-orientated collaborative and cohesive fashion.
5. Communications and Community Relations
Role Expectations:
RE 5.1 Takes appropriate actions to ensure positive external and internal communications are developed and maintained in areas of assigned responsibility in accordance with Division strategy and expectations.
Quality Indicators relative to communications and community relations:
QI 5.1 Represents the Division in a positive and professional manner.
QI 5.2 Manages conflict effectively.
6. Student Well-Being
Role Expectations:
RE 6.1 Provide facilities that adequately accommodate Division students in a safe and healthy environment.
Quality Indicators relative to student well-being:
QI 6.1 Ensures playgrounds and facilities are safe and healthy.
QI 6.2 Ensures long-term capital asset renewal and long-term maintenance schedules provide for student safety.
QI 6.3 Ensures long-term facility plans incorporate student safety as a primary consideration.
QI 6.4 Ensures proactive measures are taken to effectively manage facility management risks and reduce long-term capital expenditures.
7. Leadership Practices
Role Expectations:
RE 7.1 Practices leadership in a manner that is viewed positively and has the support of those with whom he works most directly in carrying out assigned duties.
RE 7.2 Develop performance metrics for the purpose of monitoring and evaluating operational performance areas of assigned responsibility.
RE 7.3 Consistently act in accordance with the division cultural values.
RE 7.4 Recognizes the sensitive nature and the impact of potential solutions on the Division and seeks input from the Superintendent of Operational Services/COO.
Quality Indicators relative to leadership practices:
QI 7.1 Provides guidance and clear directions.
QI 7.2 Provides effective service and leadership within areas of responsibility.
QI 7.3 Prepares and communicates decisions within areas of responsibility.
QI 7.4 Establishes and maintains positive, professional working relationships with staff.
QI 7.5 Unites people towards a common sense of purpose and alignment with Divisional goals in the provision of services within areas of assigned responsibility.
QI 7.6 Demonstrates a high commitment to the needs of students.
QI 7.7 Builds trust in the Manager of Finance Services.
QI 7.8 Effectively solves problems.
QI 7.9 Continuously reviews and improves practice, based on performance data.
QI 7.10 Demonstrates a high commitment to the needs of employees.
QI 7.11 Works collaboratively with other services to ensure the sharing of information as required within areas of responsibility.
QI 7.12 Exhibits a high level of personal, professional and organizational integrity.
QI 7.13 Models a commitment to personal and professional growth.
QI 7.14 Empowers others.
QI 7.15 Models high ethical standards of conduct.
QI 7.16 Maintaining confidentiality at all times.
QI 7.17 Demonstrating punctuality and appropriate dress for a professional setting.
QI 7.18 Maintaining current with required technology to effectively execute assigned duties.
Note: Direct reports and a representative sample of principals will be interviewed.
Interviews will be conducted using the questions outlined below. The interviews will be individual phone interviews with verbatim comments and a summary report provided to the Director, Superintendent of Operational Services/COO and Manager of Facility Services.
LEADERSHIP PRACTICES INTERVIEW GUIDE
Perceptions of a representative sample of Principals and all Direct Reports
- What evidence can you cite to support or refute the following:
- the Manager of Facility Services provides clear direction?
- the Manager of Facility Services provides effective leadership?
- the Manager of Facility Services establishes and maintains positive, professional working relationships with staff?
- the Manager of Facility Services unites people toward achieving the Division's goals?
- the Manager of Facility Services demonstrates a high commitment to the needs of students?
- I trust the Manager of Facility Services
- the Manager of Facility Services empowers others?
- the Manager of Facility Services effectively solves problems?
- What does the Manager of Facility Services, if anything, do that helps you do your job?
- What does the Manager of Facility Services do, if anything, that makes doing your job more difficult?
November 6, 2015
Revised May 26, 2016
Revised November 4, 2016