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JOB EVALUATION CODE: EDSH037 CORNWALL COUNTY COUNCIL School Based JOB DESCRIPTION Job Title: Caretaker Grade: Responsible to: Site Supervisor / Headteacher Direct Supervisory Responsibility: None Indirect Supervisory Responsibility: None Important functional relationships: Internal: Site Supervisor/Premises Manager, Headteacher, School management team, staff, pupils External: Suppliers of goods and services, County Council Departments, contract maintenance/cleaning staff, parents, visitors to the school MAIN PURPOSE OF JOB: To undertake general maintenance of the school building and facilities, practical support in arrangements for meetings/events and to assist in maintaining the security of the school buildings. MAIN DUTIES AND RESPONSIBILITIES 1. To act as joint keyholder for the site, ensuring security at all times including the operation of alarms. 2. To report any major defects in building, equipment and security systems observed in the course of duties and to liaise with approved contractors / County Officials. To visually monitor the condition of fire extinguishers, ensuring all extinguishers are regularly serviced and that hoses and fire blankets are kept in good condition. 3. To participate in evacuation processes as agreed and in accordance with the School’s recognised Evacuation Procedure. 4. To assist in the collection and disposal of all refuse and ensure the school buildings and grounds are free of litter and graffiti. To ensure, in Winter especially, that access roads, pavements, steps and playgrounds are safe for use at all times. 5. To maintain an adequate stock of cleaning materials from approved suppliers and to ensure cloakrooms are stocked with soap, towels etc. To undertake emergency cleaning (soiling of toilets, sickness, floods etc.) as necessary. JOB EVALUATION CODE: EDSH037 6. To undertake spring cleaning, including some high level cleaning at the end of school terms. 7. To undertake the efficient operation of the heating system, ensuring its good working order. 8. To record and monitor gas / electricity / water (as applicable) meter readings/returns as required by the Authority. 9. To take deliveries of stores, materials and other goods and to undertake porterage duties as required (including moving furniture, equipment etc). 10. To be available for call-out on a rota basis. 11. To undertake occasional gardening duties. 12. *To ensure cleanliness of the swimming pool and the surrounding environment and to check water quality as required. 13. To undertake routine maintenance and minor refurbishment of premises, fixtures and fittings as necessary. 14. To maintain records and complete paperwork as required. 15. To attend site meetings as required. 16. To be aware of and adhere to applicable rules, regulations, legislation and procedures e.g. County Council (Equal Opportunities Policy/Code of Conduct) and national legislation (Health and Safety, COSHH, Data Protection). 17. To maintain confidentiality of information acquired in the course of undertaking duties for the School. 18. To be responsible for your own continuing self-development, undertaking training as appropriate. 19. To undertake other duties appropriate to the grading of the post as required. Date Prepared: April 2003 Prepared by: Education Personnel, Cornwall County Council *Applicable to schools with swimming pools only. JOB EVALUATION CODE: EDSH037 PERSON SPECIFICATION Job Title: Caretaker Department: School based Person specification prepared by: Education Personnel, Cornwall County Council Date: April 2003 ATTRIBUTES ESSENTIAL DESIRABLE HOW IDENTIFIED Relevant A minimum of 2 years 3 years practical Application form Experience practical experience of experience of & Interview. building and grounds building and maintenance work. grounds maintenance work in a school or similar environment. Qualifications & Level 2 NVQ, GNVQ or Basic Health & Application form. Training GCSE qualifications plus Safety qualification. suitable trade qualification (or relevant Lifting & manual Application form. experience). Level 1 handling training. qualifications may be considered if High level cleaning accompanied by safety training. extensive relevant experience. Special Knowledge Good practical skills. Interview. & Skills Good organisational skills. Good communication skills. General knowledge of building maintenance Any Additional Ability to work on own Interview. Factors initiative, self-motivated. Good communication skills Comfortable with young people. JOB EVALUATION CODE: EDSH037 GLPC JOB EVALUATION SCHEME JOB INFORMATION QUESTIONNAIRE Cornwall County Council Job Title: Caretaker Present Job Grade: Department: Education Arts and Libraries Service: School based Section: Premises Job Evaluation Code: EDSH037 Immediate Line Manager’s Site Supervisor/Headteacher/Premises Job Title: Manager CONTENTS AGREED BY: Name of Job Analyst: Name of Manager: Liz Sandland/Nicky Cook Date: Date: 23 April 2003 JOB EVALUATION CODE: EDSH037 Supervision / Management of People Does the post holder supervise/ manage other staff? Yes / No (Whether permanent, temporarily assigned, shared, contract or others) If NO go to the Creativity & Innovation section on page 4. If YES, Please complete the table(s) below as appropriate: Complete this table if the post holder has full and ongoing responsibility for Council employees Specify the ACTUAL number of employees. Part time, job share and full time staff should be treated equally - count the actual number of people for which the jobholder has supervisory or managerial responsibility, either directly or through others (i.e. staff who are managed by a subordinate). Project Staff – include the number of staff for which the post holder has complete supervisory responsibility on a near continual basis (in the course of a project or number of consecutive projects). Identify the job title(s) of the staff and the number of post holders against each title Job Title Number of staff In relation to direct reports, identify the nature of the responsibility. In particular does the post holder: Allocate, instruct, direct, organise work: Yes / No Check work: Yes / No Provide training: Yes / No Undertake appraisal: Yes / No Discipline staff if necessary: Yes / No Are staff in the same section? Yes / No If yes, please specify the name / title of the If no, specify the different section section: names: Is there more than one occupational group Yes / No If yes, please specify the occupational groups: JOB EVALUATION CODE: EDSH037 Complete this table if the post holder has full and ongoing responsibility for Council employees – continued. Does the post holder face an extra demand due to the fact that staff are located at different bases or highly mobile? If yes, please describe the nature of the dispersal: Yes / No In the case of highly mobile staff, specify (on average) the number of days per week the staff are away from the post holder’s office. Complete this table where the post holder’s responsibility for Council employees is for temporary assigned or shared employees (this includes responsibility for seasonal staff and must be for a minimum of four weeks per year). Specify the ACTUAL number of employees. Recurring supervision of temporary staff or seasonal variations should be averaged on an annual basis. Project Staff – consider situations where there is less than complete supervisory responsibility and/or projects are on a less than continuous basis. Deputising – include those staff which the post holder has temporary supervisory responsibility for a limited period (e.g. absence cover). Identify the job title (s) of the staff and the number of post holders against each title Job Title Number of staff In relation to the above staff identify the nature of the responsibility. In particular does the post holder Allocate, instruct, direct, organise work: Yes / No Check work: Yes / No Provide training: Yes / No For contract workers or agency staff ONLY Specify the ACTUAL number of employees averaged over a typical year. Contract staff should be subject to regular monitoring and issuing of directions and instructions. Identify the job title (s) of the staff and the number of post holders against each title: Job Title Number of staff Please describe the nature of the responsibility: JOB EVALUATION CODE: EDSH037 Creativity and innovation This section considers the extent to which the job requires innovative and imagination responses to issues and the resolution of problems. Please give examples of creativity and innovation which the job requires and for each example indicate frequency. The fullest range of potentially creative work should be taken into account. This can be exercised in a number of ways including, for example: caring and counselling; design and application of information technology systems; creation and planning of menus; repair and maintenance of landscapes, buildings, plant and machinery; cleanliness and well being of the environment; preparation of plans and drawings, development of policy, practice and procedures and in the use of the written and spoken word. Example Frequency Undertaking minor temporary repairs to school premises, 2-3 times/wk fixtures etc These would be temporary arrangements while permanent arrangements are made. Undertaking minor refurbishment eg painting. Creativity is 1-2 times/wk limited due to the post holder mainly acting on instruction from the Site Supervisor/Headteacher. Attending alarm call outs, supervising school premises out of Once a week school hours whilst let out to clubs, night classes etc. Describe any instances where the post holder has to find a solution or a new response to issues. Dealing with an emergency maintenance situation requiring an emergency temporary holding solution eg burst pipe, power cut then reporting the fault to the Site Supervisor/Headteacher or Deputy for further action. Give examples of the post holder’s response to problems and indicate the frequency for each example: Making temporary repairs, reporting faults to site supervisor/headteacher or deputy - frequency 3-4 times per week. Intruders on premises - reporting to site supervisor, may approach intruder depending on situation and school policy - frequency - rarely. Monitoring fire extinguishers, removing and replacing those with broken seals, 3-4 times per week. To what extent is the job/work determined or assisted by guidelines, controls, limits, procedures and systems and please give examples: The relevant guidelines which apply to this post include: School Code of Conduct Health and Safety Regulations School security procedures and the school's recognised maintenance operations' procedures. JOB EVALUATION CODE: EDSH037 COSHH Lifting and Manual Handling Regulations Manuals relating to machinery, school generator etc LEA policies and guidelines The post holder reports closely to the Site Supervisor/Headteacher or deputy. Contacts and Relationships This section considers the degree of personal contact and the nature of the relationships with others required to carry out the job. Type of Who? Identify who the Why and What? For each When? contact? post holder contacts e.g. contact explain the reason Identify Specify Members, Chief Officers, for and nature of the frequency numbers managers, clients, other communication e.g. daily, from list employees, general weekly, below public, suppliers etc monthly, quarterly or annually A Site Reporting electricity, gas Daily Supervisor/Headteache meter readings. Reporting r Deputy, staff and minor maintenance issues pupils and/or buildings defects. Liaising daily with children Daily and staff. B Advising on levels of Weekly Site cleaning materials and Supervisor/Headteache stocks. r Deputy Weekly Other staff and pupils Advising on out of service areas of school due to repairs, cleaning etc Weekly All staff Advising on temporary repairs to fixtures/premises. Weekly All staff Providing information on repairs/maintenance updates. A. Routine exchange of F. Care and Compassion K. Conflict Resolution information B. Providing routine G. Coaching / Mentoring / L. Formal Training / explanations/advice Motivating Teaching C. Providing detailed explanations H. Counselling M. Formal Presentations / / advice on specialised matters Public Speaking / Public Representation JOB EVALUATION CODE: EDSH037 D. Influencing / Persuading I. Interviewing N. Formal Negotiation E. Tact and Diplomacy J. Handling Client O. Providing advice on Relationships highly complex matters Does the post holder represent or negotiate on behalf of the Council? Yes / No If yes, please identify the circumstances. How often does this occur? Decisions – Discretion This section considers the requirement of the post holder to make decisions or recommendations made as part of the post holder’s remit (as defined in the job description). Give examples of the most important decisions or recommendations required by the job. Distinguish between decisions for which the post holder has authority and where the post holder makes recommendations to others. Define the extent of the effects of the post holder’s decisions on the manager section / department, clients, other departments, the whole Council etc. Please list decisions / recommendations Dec = D The decisions / that the post holder makes: Recom = R recommendations effects: Recommends orders of cleaning R Constant supply of materials when stocks run low. cleaning materials. Deciding on temporary repairs or R - subject Ensures premises maintenance work whilst contractors to site remain open where are called out to resolve defects, eg supervisor's possible. heating breakdown, repairs on alarm authorisatio system. n Ensures safety of all Responding to alarm call outs, D - in staff, pupils and evacuation procedures when on duty accordance visitors. out of school hours. with school procedure Ensures appropriate R personnel available Recommends Site Supervisor to attend during emergency premises following a call out, out of procedures or break- school hours. in. Ensures compliance D with the school's fire Replaces fire extinguishers, where certificate and a safe seals are broken, with those in working environment. order. Ensures compliance R with the school's fire certificate and a safe Advises Site Supervisor on need for fire environment. JOB EVALUATION CODE: EDSH037 extinguishers to be returned to contractors for filling and resealing. On what issues does the post holder go to his / her manager for advice / guidance / a decision? Ordering cleaning materials, arranging repairs to premises, fixtures, facilities etc. Ordering fire extinguisher replacements, general portering duties, deep cleaning programmes, minor refurbishment proposals. What policies, procedures, manuals, working standards or other guidelines / rules affect your decisions? A wide range of school policies and procedures, technical manuals, machinery manuals, heating system manuals, fire and evacuation procedures, alarm call out procedures and security procedures. Describe what advice is available from the post holder’s manager or other sources e.g. rules, guidelines, manuals. Is the advice available all the time, daily, weekly, etc. and is your manager at another location. If so where? Site Supervisor, Headteacher or Deputy or another member of the Senior Management Team is always present and available to the post holder apart from out of school hours, although a member of the senior management team is on the call out list too. The school policies, procedures, machinery manuals are on site and readily available to the post holder. JOB EVALUATION CODE: EDSH037 Decisions – Consequences Consequences of decisions and recommendations Please identify the major consequences of any decisions the post holder makes for clients, the public, other staff or the service: The consequences to service users on the post holder's decision to evacuate the building whilst used out of school hours would relate to their health and safety, although the post holder's decisions in this respect would be determined by school procedures for the evacuation. What are the implications if the post holder gets something wrong? Health and safety risks associated with failure to follow correct evacuation procedures. Fire extinguishers out of service if not replaced where necessary by the caretaker. How quickly would any error be rectified and how? Who would the post holder inform? In an emergency evacuation, other members of the senior management team would be available and therefore any errors would be quickly remedied to avoid any consequence. Resources This section considers whether the post holder has personal and identifiable accountability for financial and physical resources including those of clients. Cash / Financial Resources Is the post holder accountable for the accurate handling / security of cash, cheques and credit/debit cards? Yes / No If yes, indicate the amount(s) and nature of the responsibility: Plant / Equipment Is the post holder accountable for proper use and safe keeping of plant / equipment? Yes / No If yes, please specify the items and nature of the responsibility: The post holder would typically be responsible for the following types of equipment: Generator, power tools, mower and garden machinery and tools, cleaning tools and equipment, grounds maintenance equipment, fire hoses, emergency equipment. The post holder is required to use such equipment during the course of his/her duties, to clean, maintain, service, repair and ensure the safe keeping of such equipment. Stocks / Materials Is the post holder responsible for materials / items of stock? Yes / No If yes, identify the value of the materials / stock involved and nature of responsibility: JOB EVALUATION CODE: EDSH037 Paint, building maintenance materials eg nails, screws, tools etc. Cleaning materials. Data Systems Is the post holder responsible for the use, manipulation and safe Yes / No keeping of data systems whether manual or computerised? If yes name the system and identify the nature of the responsibility and time taken: In the case of computerised data systems does the post holder have a Yes / No password and have the responsibility to amend records (not just read only)? Buildings Is the post holder accountable for the proper use and safekeeping of Yes / No buildings? If yes specify the building(s) involved and nature of responsibility; The post holder is required to ensure buildings are maintained appropriately and are safe and secure. Is the post holder a key holder? Yes / No Is there more than one key holder for the building(s)? Yes / No If yes specify job titles of other key holders: Site Supervisors Headteacher (Premises Manager) Work Demands Is the job subject to change or interruption? Yes / No If yes give examples of the cause of interruption and frequency: High priority maintenance work, fire/building evacuations, emergency cleaning. Is the jobholder’s work subject to deadlines? Yes / No If yes give examples and frequency. Does the post holder have to resolve conflicting priorities / resource Yes / No needs? Resolving conflicting priorities could be deciding a course of action having considered different alternatives. Resolving conflicting resource needs could be deciding whether to use an internal resource (e.g. staff) or whether to use and external resource (e.g. a contractor) If yes give examples and frequency: JOB EVALUATION CODE: EDSH037 Physical Demands What kind of physical effort is involved in the job? e.g. standing, walking, lifting, cleaning. Give examples and state the average minutes or hours per day spent on each activity and whether the activity occurs on a daily basis or not? Example Average min/hrs pre day daily/less than daily Standing, walking 2 hrs Daily Lifting, moving equipment, 5.5 hrs Daily undertaking physically demanding work Is there a requirement for use of IT equipment? Yes / No If yes, please indicate the level of usage of the IT equipment i.e. average number of hours per day: Updating school monitoring systems, heating, gas etc. Working Conditions Describe the post holder’s working conditions (e.g. office, depot, client’s house, workshop, outside). Is there exposure to heat, cold, dirt/dust, noise, weather, vibration, unpleasant working conditions etc.? Please specify which condition and number of hours per day. The post holder works throughout the school premises and grounds. The majority of work will be undertaken inside (groundsmen, gardeners etc may be employed by the school for the majority of grounds work). The post holder will occasionally work outside. There may be some exposure to heat, dust, noise (eg monitoring heating, electricity etc) and working outside may on occasions subject the post holder to bad weather, although it is likely that outside work would be undertaken in good weather. Work Context Is there any potential risk to personal safety, illness, health in the job? Give examples stating who or what poses the potential risk and indicate the frequency: There is some exposure to risk when the post holder is required to operate machinery, (eg use of hand tools for minor repairs) and some exposure to hazardous chemicals (eg industrial cleaning materials and gardening chemicals). If the post holder works with the public or clients, can s/he call upon the immediate support of other members of staff? The post holder will encounter members of the public, visitors to the school, contract staff, students etc during the course of their duties. However this poses minimal risk to their personal safety. If they did require support from other members of staff this would be readily available. How would this support be obtained? Mobile phone/pager. JOB EVALUATION CODE: EDSH037 Knowledge and skills If you would like to draw attention to a particularly important aspect(s) of the job description/ person specification you may do so below: The post holder is required to have good knowledge and practical experience in general maintenance work which is necessary in relation to the post holders responsibility for recognising building defects, making minor repairs/refurbishments, understanding the heating system etc. Further Observations Are there any other points you would like to make? Whilst tact and diplomacy do not feature as a major requirement in the post, the post holder is working within a school environment with children and parents, and must therefore be courteous and professional at all times, and have an acceptance of different attitudes and be comfortable with children and young people.
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