The Manager, Auxiliary Services, is accountable to the Campus Director, for strategically leading and coaching the management teams of the following services: Cleaning Services and movers. Gardens and Grounds; Waste Management; Beverages; and Sports fields. The Manager, Auxiliary Services, is responsible for effectively managing employees, external service providers, processes, and activities involved in the provision of outstanding services at all University facilities under the umbrella of Auxiliary Services.

• Create and maintain positive working relationships by establishing a clear set of reasonable and mutually agreed-upon expectations that align with the Department’s mission and the University’s strategic plan to help employees create clear paths to success.
• Effectively measure and evaluate the performance of direct reports through both formal performance appraisals and informal methods such as regular feedback, coaching, and one-on-one conversations.
• Establish strategies that identify development opportunities in direct reports and Auxiliary Services staff and create development plans that will enable employee growth and improved performance at all levels of responsibility.
• Create and maintain an open-door policy to be informed of what the issues are in the areas and to resolve the identified issues proactively.

• Developing and managing the annual operating budget. Manage expenditures and correct deviations. Follow university policies and procedures for the effective procurement of required supplies, equipment, and the appointment of 3^rd party service providers. Verify record keeping of all financial expenditures.

• Overall responsibility for planning and developing strategies and systems for the effective management of an Auxiliary services program that strives for continuous improvement and supports the Department’s goal for clean, comfortable facilities that are conducive to student learning and engagement. This requires: 

• Cleaning-specific function: Create strategies to ensure consistent cleaning standards, operating procedures, and best practices in day-to-day cleaning are implemented and evaluated. Develop and oversee plans to manage end of term processes in all residence facilities that account for the turn-over of all residence bedrooms and community space within very tight timelines. Create cleaning job specifications for all subordinates. Create (initially), and subsequently maintain and monitor checklists for service areas (taking into consideration frequency of cleaning, etc.) Ensure quality control and benchmarking of required cleaning standards. 

• Asset Management:
  •         Management of the site asset registers.
  •         Ensure proper use, care and storage of the assets and equipment.
  •         Ensure accountability where there is misuse, negligence and theft of assets and equipment.
  •         Ensure that repairs of damaged and / or broken equipment is done within reasonable time. 

• Stock management:
  •         Ensure proper ordering, receipt, distribution, and dilution / decanting procedures of chemicals and brushware.
  •         Perform monthly joint stock taking with Store man.
  •         Ensure proper record keeping of daily and monthly consumptions.
  •         Monitor/manage usage of chemicals and misuse of chemicals.
  •         Manage reports
• Movers specific function:
  •         Provide furniture, tables and chairs to staff and students on request for functions and events.
  •         Move staff and offices.
  •         Move old furniture and computers to stores.
•  Gardens and grounds specific function:
  •         Evaluate subordinates’ performance through walkabouts.
  •         Benchmarking of standards and operating procedures.
  •         Maintain job specific or specialised equipment.
  •         Enforce 48-hour turnaround time strategy Re: maintenance / service requests.
  •         Effect all purchases / procurement requirements.
  •         Submit monthly reports to the Campus Director.

•  Accountable for managing and directing the effective co-ordination of multiple regular and special projects for the Auxiliary Services unit and for the wider Operations Department team.
• Includes organising the work of self and delegating the work of others to conduct research, compile statistics, develop reports and communicate results.
• Plan specialised and scheduled operational requirements (eg deep cleaning, rooftops, inaccessible windows).
• Independent external audits of all areas, eg OHS, Food, and Cleaning.
• Drafting/monitoring of SLAs.
• Evaluation of tenders.

• Ensure the management of contracts concluded with service providers, clients, or employees to maximize operational and financial performance within the University, all while reducing financial risk.
• Management of all the external Auxiliary Services’ service providers, including but not limited to Hygiene, Cleaning, pest control, and irrigation service providers. 

•  Ensure that Service Level Agreements exist between Auxiliary Services and other UJ Faculties / Departments / Divisions.
•  Ensure proper communication with clients with regards to client issues and requirements; Understand client expectations and communicate those expectations to Team Coordinators / Supervisors and Cleaners.
•  Ensure complaints from clients are properly dealt with.
•  Ensure reasonable turnaround time is adhered to in terms of clients’ complaints.
•  Obtain and assess client feedback reports after client issues were dealt with.
•  Monthly inspections with management and clients.
•  Managing and monitoring of SLA’s.

• Degree or relevant qualification (NQF 7),
• 3 years’ job-related experience
• A valid driver’s license
• Progressive management experience in a student-focused environment with a background highlighted by human resources management and facilities management.
• Knowledge of relevant legislation related to Cleaning Services
• Knowledge of the specifications regarding Cleaning and Hygiene.
• Knowledge of Cleaning Operations related to, staff management, High-Level functions, office moves, and placements
• Knowledge of current and relevant Cleaning Management and Technologies
• Knowledge of relevant legislation related to Waste Management
• Knowledge of Facilities and Operations management
• Knowledge of Health and Safety requirements
• Knowledge of Budget Management

• Strategic thinking
• People management
• Change management,
• Interpersonal skills
• Organizational
• Good verbal and written communication skills

• Experience with Oracle Management System and Archibus would be an advantage
• Exposure and knowledge in the Operational Cleaning Service Industry with machinery, chemicals and equipment, either in the private sector or Higher Education Environment
• Exposure to Cleaning Operations
• Exposure in Operations Management
• Exposure in Facilities Management
• Exposure in Event and Function planning and management

• This role is exposed to stress and pressure associated with managerial positions that are responsible for many full-time employees.
• The role involves minimal-moderate exposure to physical risk resulting from unavoidable exposure to hazardous, disagreeable, or uncomfortable environmental conditions. Adhere to OHSA.
• There may be unusual hours or schedules, multiple and/or tight deadlines beyond one’s control and constant interruptions (i.e., phone calls, emails, and unplanned but urgent service requests) that are impacted by varying University operating times and/or student volumes at different times of year.