Estates Manager for Mill Hill School Foundation

Background

Mill Hill School Foundation asked Maxwell Stephens to recruit an Estates Manager. The role was critical to the strategic planning and delivery of the Foundation's major capital projects and Masterplan, and to the management, maintenance, repair and improvement of all Foundation properties and grounds.

Estates Manager roles in schools are broader than their commercial equivalents. The same person is typically accountable for capital development, statutory compliance, grounds and sports facilities, security and the day-to-day maintenance of a working school, with term-time constraints on when disruptive work can happen. That breadth shaped both the brief and the search.

The Challenge

The primary challenge was to identify a candidate who could operate at both ends of the estates spectrum: strategic capital projects on one side, hands-on operational management on the other. The brief asked for someone who could:

• Lead strategic projects and work with the Executive Team and professional advisors on matters relating to the School's Masterplan
• Prepare plans for improvements, extensions or new construction, and oversee the performance of appointed architects, consultants and contractors
• Manage minor works projects and ensure compliance with building regulations, health and safety standards and environmental legislation
• Develop and manage a planned maintenance schedule and an electronic help desk system for repairs and maintenance requests
• Oversee and manage the grounds, sports pitches and gardens, ensuring safety and quality
• Prepare and manage budgets, with strict financial control and adherence to competitive tendering processes
• Ensure regulatory compliance and best practice in the testing and certification of service installations and equipment
• Act as Health and Safety Coordinator, reviewing accidents, updating risk assessments and ensuring compliance with fire safety regulations
• Manage utilities and waste, develop environmental policies and seek more efficient methods of operation
• Oversee security systems and external security guards, ensuring the safe and secure operation of the Foundation's site
• Manage the Estates Department, including maintenance and grounds staff, to high standards of workmanship and customer service
• Liaise with the community and the Senior Management Team on planning and the day-to-day operation of the school

Three things made that combination difficult to find in one person:

• Capital projects and daily maintenance in one role. Candidates who have run Masterplan-scale projects with architects and consultants are often several steps removed from help desks and grounds staff; candidates who run maintenance well have often never managed a major build. The Foundation needed both.
• Named compliance accountability. Acting as Health and Safety Coordinator, with responsibility for fire safety, risk assessments and the certification of service installations, is personal accountability rather than oversight. It requires working knowledge of the legislation, not just awareness of it.
• A school community as the client. Liaising with the Senior Management Team and the wider community means the Estates Manager is visible across the school. Communication and customer service carry more weight than in a back-of-house commercial role.

Our Approach

To meet Mill Hill School Foundation's specific needs, Maxwell Stephens:

• Searched through our network. We used our network and industry knowledge to identify candidates with the required experience and qualifications, rather than relying on advertising response.
• Interviewed in depth. We assessed candidates' technical competence, problem-solving ability and cultural fit with Mill Hill School Foundation.
• Verified the record. We checked professional qualifications and past achievements, with particular attention to strategic planning, project management and compliance with health and safety standards, because these are the areas where CVs most often overstate.
• Presented a considered shortlist. We put forward a shortlist of well-qualified candidates for the Foundation's consideration.

The Outcome

Maxwell Stephens placed a highly skilled Estates Manager who brought extensive experience to the role. The selected candidate demonstrated:

• Strong strategic planning and project management skills, with a proven ability to oversee major capital projects and Masterplan initiatives
• A thorough understanding of health and safety regulations and the ability to ensure compliance across all Foundation properties
• Effective budget management, with financial control and cost efficiency
• Proficiency in managing maintenance and improvement projects with minimal disruption to school activities
• Strong leadership and communication skills, managing the Estates Department and liaising with the Senior Management Team

Why This Placement Worked

The brief was honest about its breadth, and the search respected it. Rather than recruiting a project manager and hoping the operational side would follow, or the reverse, we assessed every candidate against both halves of the role and verified the claims that mattered most.

If you are recruiting an estates lead for a school, college or other campus estate where capital projects, compliance and daily operations sit with one person, Maxwell Stephens can help you define the brief and reach the candidates who cover all of it. Get in touch with our team.