OPERATIONS, FACILITIES AND IT DIRECTOR

Job Profile

Job Title: Operations, Facilities and IT Director
Reporting to: College Head

Job Purpose

The Operations, Facilities and IT Director is responsible for the strategic leadership and effective management, maintenance, and development of the College’s physical and technological environments, as well as its operational support services, in collaboration with School management, relevant IT specialists, project and building managers, and Heads of Department.

The role ensures that the campus infrastructure, facilities, and support services operate safely, efficiently, and in a manner that supports the educational, boarding, sporting, and community life of the College.

The Operations, Facilities and IT Director oversees key operational areas including estates and maintenance, grounds and gardens, cleaning services, security, vehicle fleet management, sports facilities, IT infrastructure, and the oversight of outsourced catering services.

The position requires a balance of strategic planning, operational leadership, regulatory compliance, and financial management, ensuring that the College campus remains a safe, functional, and welcoming environment for students, staff, parents, and visitors.

Direct Reports and Department Structure

The Operations, Facilities and IT Director works closely with the following departments and roles:

• Boarding House leadership regarding boarding facilities and services
• The Finance Office regarding budgeting, procurement, and capital planning
• The Sports Department regarding the use and maintenance of sports facilities
• The IT function regarding infrastructure and facilities support requirements
• The College Head and senior leadership regarding strategic infrastructure planning

The role ensures effective coordination between operational services and the broader needs of the College community.

The Operations, Facilities and IT Director leads the College’s operational support services and supervises the staff responsible for maintaining the campus environment and infrastructure.

Typical direct reports may include:

• Maintenance Supervisor / Maintenance Team
• Grounds and Gardens Supervisor
• Cleaning Services Supervisor
• Security Supervisor or Security Service Provider
• Fleet / Transport Coordinator (where applicable)

Key Responsibilities

Strategic Operations Leadership

• Develop and implement the school’s operational and infrastructure strategy
• Serve as a member of the senior leadership team
• Advise the Head/Principal on operational, technological, and infrastructure risks
• Lead business continuity, disaster recovery, and crisis management planningEstate and Facilities Management

• Oversee the maintenance, repair, and operational functionality of all buildings, infrastructure, utilities, and equipment across the campus.
• Implement preventative maintenance programmes to ensure the long-term sustainability of College assets.
• Manage relationships with external contractors, consultants, and service providers.
• Maintain an asset register and monitor the condition of key infrastructure.
• Manage capital projects, renovations, and new construction

Boarding Facilities

• Ensure boarding houses are maintained to high standards of safety, functionality, and comfort.
• Oversee facilities services supporting boarding operations, including maintenance, cleaning, and laundry services.
• Work collaboratively with boarding leadership to support the boarding life of the College.

Sports Facilities

• Ensure sports fields, courts, and related infrastructure are maintained to appropriate standards for training, fixtures, and events.
• Oversee maintenance and procurement of sports facility equipment and infrastructure.

Catering Services Oversight

• Provide operational oversight of the outsourced catering provider ensuring value for money and contractual performance.
• Monitor service delivery, hygiene standards, and contractual compliance.
• Liaise with catering management regarding facilities, equipment, and operational requirements.

Grounds and Gardens

• Manage the maintenance and development of the College’s gardens, grounds, and outdoor spaces.
• Ensure the campus environment reflects the standards and aesthetic of the College.
• Oversee landscaping, irrigation systems, and seasonal maintenance programmes.

Cleaning and Campus Presentation

• Oversee cleaning services to ensure high standards of hygiene and presentation across academic, boarding, and administrative facilities.
• Establish service standards and monitor performance.

Security and Access Control

• Oversee campus security operations, including access control, visitor management, and perimeter security.
• Work closely with security providers to maintain a safe campus environment ensuring value for money and contractual performance.

Vehicle Fleet Management

• Oversee the management, maintenance, and compliance of the College vehicle fleet, including buses and staff vehicles.
• Ensure vehicles are appropriately licensed, insured, and maintained.
• Manage vehicle scheduling and operational procedures.

Health, Safety, and Compliance

• Implement and monitor health and safety policies across the campus.
• Conduct regular safety inspections and risk assessments.
• Ensure compliance with all relevant statutory and safety requirements.
• Support emergency response planning and incident management.

Financial Management and Procurement

• Develop and manage facilities, IT and operational budgets responsibly.

Monitor expenditure and identify cost-effective operational solutions.Ensure procurement of goods and services complies with College financial policies.

Staff Leadership and Management

• Lead and supervise operational staff including maintenance, cleaning, grounds, and related teams.
• Establish clear performance expectations and accountability structures.
• Identify training and development opportunities for operational staff.

Event and Operational Support

• Support the operational requirements of College events, sports fixtures, and community activities.
• Ensure facilities and infrastructure are prepared for major school functions.

Information Technology Leadership, Cybersecurity, Data Protection and IT Governance

• Establish IT policies, standards, and governance frameworks.
• Manage major technology vendors and service providers, ensuring value for money and contractual performance.
• Ensure cybersecurity measures are in place to protect school systems and data.
• Identify and mitigate IT risks, including risks related to cyber threats and system failures.
• Ensure compliance with relevant legislation, including the Protection of Personal Information Act (POPIA).
• Align IT spending with strategic priorities.

Environmental Sustainability & Utilities

• Manage utilities (electricity, water, waste) efficiently.
• Monitor energy usage and cost-saving opportunities.

Strategic Responsibilities (3–5 Year Campus Planning)

The Operations, Facilities and IT Director contributes to the long-term stewardship and development of the College’s physical assets. Working closely with the College Head and senior leadership, the role supports strategic campus planning and infrastructure sustainability.

Key strategic responsibilities include:

Campus Infrastructure Planning

• Contribute to the development and implementation of a 3–5 year campus infrastructure and maintenance plan aligned with the strategic priorities of the College.
• Maintain a forward-looking asset management and capital renewal schedule for buildings, utilities, sports facilities, boarding houses, and operational infrastructure.
• Identify infrastructure risks and prioritise maintenance and capital interventions.

Capital Projects Support

• Assist in the planning and coordination of capital works and campus development projects.
• Liaise with architects, engineers and contractors and project managers where required.
• Support project delivery in accordance with agreed timelines, budgets, and safety standards.

IT Governance and Support

• Create a long-term IT strategy aligned with the school’s educational vision and teaching model.
• Support digital learning, blended learning, and administrative efficiency.
• Plan and maintain reliable, scalable network infrastructure.
• Ensure sufficient bandwidth, Wi-Fi coverage, and system capacity.
• Plan for lifecycle replacement of hardware and software.

Risk and Compliance Oversight

• Maintain awareness of facilities, operational and technological related risks that may impact the safety, operations, or reputation of the College.
• Support the College Head in identifying and reporting material infrastructure, operational, and technological, risks to Council where appropriate.

Sustainability and Environmental Stewardship

• Promote environmentally responsible campus practices.
• Identify opportunities to improve energy efficiency, water use, and sustainable campus operations.

Governance and Reporting

• Provide periodic reports to the College Head on facilities performance, infrastructure, operational and IT risks, and major maintenance requirements.
• Contribute relevant information to Council or Council committees when infrastructure, IT, capital planning, or facilities risks are under consideration.

Key Performance Areas (KPAs)

The Operations, Facilities and IT Director’s performance will be evaluated annually by the College Head against the following key areas:

Campus Infrastructure and Maintenance

• Delivery of a safe, well-maintained, and functional campus environment.
• Implementation of preventative maintenance programmes.
• Reduction in reactive maintenance through improved planning.

Campus Presentation and Environment

• Maintenance of high standards across buildings, sports facilities, gardens, and public areas.
• Consistent campus presentation aligned with the expectations of the College community.

Operational Efficiency and Service Delivery

• Reliable delivery of operational services including maintenance, IT. cleaning, security, vehicles, and facilities support.
• Effective coordination of contractors and outsourced service providers.

Financial Management and Budget Control

• Responsible management of operational budgets.
• Cost-effective procurement and contractor management.

Strategic IT Planning, Governance and Risk Management

• IT infrastructure that supports the school’s educational vision and teaching model
• IT system uptime and user satisfaction
• Cybersecurity readiness
• Successful delivery of IT projects

Strategic Infrastructure Planning and Risk Management

• Development and maintenance of a 3–5 year campus infrastructure plan.
• Identification and reporting of infrastructure risks.

Contribution to long-term capital planning and campus development.

Skills and Competencies

Leadership and Team Management
Demonstrated ability to lead operational teams and manage multiple service functions.

Strategic and Operational Planning
Ability to balance long-term facilities planning with day-to-day operational demands.

Technical Knowledge
Understanding of building maintenance, infrastructure systems, compliance standards, facilities operations, IT infrastructure and cybersecurity principles, and POPIA and data protection practices.

Financial Management
Experience in budgeting, cost control, and procurement processes.

Communication and Collaboration
Strong interpersonal skills with the ability to work effectively with leadership, staff, students, and service providers.

Problem Solving and Adaptability
Ability to respond effectively to operational challenges and changing priorities within a school environment.

Work Environment

The role operates within a busy independent boarding school environment and requires frequent interaction with staff, students, contractors, and visitors.

The position requires a willingness to work flexible hours, including occasional evening and weekend availability to support school events, operational needs, or emergency situations.

Authority and Decision-Making

The Operations, Facilities and IT Director has delegated authority from the College Head to manage the operational functions of the campus and ensure the effective delivery of facilities and IT services.

Within the framework of College policies and approved budgets, the Operations, Facilities and IT Director is responsible for:

• Day-to-day operational decisions relating to facilities and IT management and campus services
• The supervision and performance management of operational staff
• The coordination and management of contractors and service providers
• The prioritisation of maintenance work and operational resource allocation
• Ensuring compliance with health, safety, facilities, and data protection regulations

Major capital expenditure, strategic infrastructure and IT projects, and significant contractual commitments remain subject to approval through the College’s established governance and financial approval processes.

The Operations, Facilities and IT Director supports the College Head by identifying infrastructure, and technologicaIT risks, operational priorities, and maintenance requirements that may require leadership or Council consideration.