APSE Scotland Janitorial and Caretaking Services Questionnaire

A range of questions have arisen through the Soft FM advisory group on the current service, reorganisation and performance management of Janitorial Services. To establish the interest and type of information that would be useful to colleagues, it would be appreciated if each Authority would be able to complete the following questionnaire to provide the current picture across Scotland.

Question Title

* Contact Details

Name

Job Title

E-Mail

Phone Number

Question Title

* Local Authority

Other (please specify)

Question Title

* Service / Department responsible

MANAGEMENT STRUCTURE / SERVICE TYPE

Question Title

* Janitorial and Caretaker Services are provided to:

Education / Schools

Social Services / Day Care

Corporate Office

Leisure / Community Facilities

Other (please specify)

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* Is the Janitorial/Caretaking Service managed as:

Part of an integrated FM service

A stand-alone service

A trading service

A budget holding service

A service level agreement

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* Have you reviewed the service within the past 3 years:

Yes

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* Please provide 3 key outcomes:

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* Standard working hours arrangements
Please provide details of your authorities standard working hours arrangements (Standard working week hours and times, school holidays / down time working week hours and times, any shift arrangements, contracted overtime payments or public holiday arrangements) in the box below.

Question Title

* Staffing Flexibility
Does your local authority have/use:

Mobile Teams

Peripatetic or Utility Staff

Time of in Lieu

Question Title

* Please provide details of your approach to staffing flexibility (mobile teams, peripatetic or utility staff or time of in lieu) in the box below.

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* Outwith hours
Does your authority manage

24 hour operations

Holiday cover or key holding

Call outs and emergency response

Question Title

* Please provide details of your approach to outwith hours (24 hour operations, holiday cover or key holding, or call outs and emergency response) in the box below.

STAFFING STRUCTURE & CONDITIONS

Grading and Job Descriptions (fill out as many as required)

Question Title

* Staff Member #1

Job Title

Grade

Basic hourly rate

Question Title

* Staff Member #2

Job Title

Grade

Basic hourly rate

Question Title

* Staff Member #3

Job Title

Grade

Basic hourly rate

Question Title

* Staff Member #4

Job Title

Grade

Basic hourly rate

Question Title

* Staff Member #5

Job Title

Grade

Basic hourly rate

JOB TASKS AND RESPONSIBILITY

Question Title

* Identify tasks carried out by different job roles (fill out as many as required)

	Staff Member #1	Staff Member #2	Staff Member #3	Staff Member #4	Staff Member #5
Supervision of other janitors	Supervision of other janitors Staff Member #1	Supervision of other janitors Staff Member #2	Supervision of other janitors Staff Member #3	Supervision of other janitors Staff Member #4	Supervision of other janitors Staff Member #5
Pupil / playground supervisors	Pupil / playground supervisors Staff Member #1	Pupil / playground supervisors Staff Member #2	Pupil / playground supervisors Staff Member #3	Pupil / playground supervisors Staff Member #4	Pupil / playground supervisors Staff Member #5
Adult presence	Adult presence Staff Member #1	Adult presence Staff Member #2	Adult presence Staff Member #3	Adult presence Staff Member #4	Adult presence Staff Member #5
Monitoring cleaning	Monitoring cleaning Staff Member #1	Monitoring cleaning Staff Member #2	Monitoring cleaning Staff Member #3	Monitoring cleaning Staff Member #4	Monitoring cleaning Staff Member #5
Supervising cleaners	Supervising cleaners Staff Member #1	Supervising cleaners Staff Member #2	Supervising cleaners Staff Member #3	Supervising cleaners Staff Member #4	Supervising cleaners Staff Member #5
Customer facing / welcoming	Customer facing / welcoming Staff Member #1	Customer facing / welcoming Staff Member #2	Customer facing / welcoming Staff Member #3	Customer facing / welcoming Staff Member #4	Customer facing / welcoming Staff Member #5
Opening & closing	Opening & closing Staff Member #1	Opening & closing Staff Member #2	Opening & closing Staff Member #3	Opening & closing Staff Member #4	Opening & closing Staff Member #5
Porter / receiving deliveries	Porter / receiving deliveries Staff Member #1	Porter / receiving deliveries Staff Member #2	Porter / receiving deliveries Staff Member #3	Porter / receiving deliveries Staff Member #4	Porter / receiving deliveries Staff Member #5
Banking	Banking Staff Member #1	Banking Staff Member #2	Banking Staff Member #3	Banking Staff Member #4	Banking Staff Member #5
Cash handling	Cash handling Staff Member #1	Cash handling Staff Member #2	Cash handling Staff Member #3	Cash handling Staff Member #4	Cash handling Staff Member #5
Driving & delivery	Driving & delivery Staff Member #1	Driving & delivery Staff Member #2	Driving & delivery Staff Member #3	Driving & delivery Staff Member #4	Driving & delivery Staff Member #5
Snow clearing / Winter response	Snow clearing / Winter response Staff Member #1	Snow clearing / Winter response Staff Member #2	Snow clearing / Winter response Staff Member #3	Snow clearing / Winter response Staff Member #4	Snow clearing / Winter response Staff Member #5
Litter picking / leaf clearing	Litter picking / leaf clearing Staff Member #1	Litter picking / leaf clearing Staff Member #2	Litter picking / leaf clearing Staff Member #3	Litter picking / leaf clearing Staff Member #4	Litter picking / leaf clearing Staff Member #5
Lets	Lets Staff Member #1	Lets Staff Member #2	Lets Staff Member #3	Lets Staff Member #4	Lets Staff Member #5
First aid	First aid Staff Member #1	First aid Staff Member #2	First aid Staff Member #3	First aid Staff Member #4	First aid Staff Member #5
Fire warden	Fire warden Staff Member #1	Fire warden Staff Member #2	Fire warden Staff Member #3	Fire warden Staff Member #4	Fire warden Staff Member #5
Supports Active Schools (cycling proficiency/football etc)	Supports Active Schools (cycling proficiency/football etc) Staff Member #1	Supports Active Schools (cycling proficiency/football etc) Staff Member #2	Supports Active Schools (cycling proficiency/football etc) Staff Member #3	Supports Active Schools (cycling proficiency/football etc) Staff Member #4	Supports Active Schools (cycling proficiency/football etc) Staff Member #5
Supports Eco school (gardening, waste, energy)	Supports Eco school (gardening, waste, energy) Staff Member #1	Supports Eco school (gardening, waste, energy) Staff Member #2	Supports Eco school (gardening, waste, energy) Staff Member #3	Supports Eco school (gardening, waste, energy) Staff Member #4	Supports Eco school (gardening, waste, energy) Staff Member #5
Traffic management	Traffic management Staff Member #1	Traffic management Staff Member #2	Traffic management Staff Member #3	Traffic management Staff Member #4	Traffic management Staff Member #5
School crossing patrol	School crossing patrol Staff Member #1	School crossing patrol Staff Member #2	School crossing patrol Staff Member #3	School crossing patrol Staff Member #4	School crossing patrol Staff Member #5
Daily cleaning tasks	Daily cleaning tasks Staff Member #1	Daily cleaning tasks Staff Member #2	Daily cleaning tasks Staff Member #3	Daily cleaning tasks Staff Member #4	Daily cleaning tasks Staff Member #5
Periodic cleaning tasks	Periodic cleaning tasks Staff Member #1	Periodic cleaning tasks Staff Member #2	Periodic cleaning tasks Staff Member #3	Periodic cleaning tasks Staff Member #4	Periodic cleaning tasks Staff Member #5
Building inspections/reporting	Building inspections/reporting Staff Member #1	Building inspections/reporting Staff Member #2	Building inspections/reporting Staff Member #3	Building inspections/reporting Staff Member #4	Building inspections/reporting Staff Member #5
Recording contractor attendance	Recording contractor attendance Staff Member #1	Recording contractor attendance Staff Member #2	Recording contractor attendance Staff Member #3	Recording contractor attendance Staff Member #4	Recording contractor attendance Staff Member #5
Monitoring contractor activity	Monitoring contractor activity Staff Member #1	Monitoring contractor activity Staff Member #2	Monitoring contractor activity Staff Member #3	Monitoring contractor activity Staff Member #4	Monitoring contractor activity Staff Member #5
CCTV	CCTV Staff Member #1	CCTV Staff Member #2	CCTV Staff Member #3	CCTV Staff Member #4	CCTV Staff Member #5
Minor maintenance	Minor maintenance Staff Member #1	Minor maintenance Staff Member #2	Minor maintenance Staff Member #3	Minor maintenance Staff Member #4	Minor maintenance Staff Member #5
PAT testing	PAT testing Staff Member #1	PAT testing Staff Member #2	PAT testing Staff Member #3	PAT testing Staff Member #4	PAT testing Staff Member #5
School equipment inspection	School equipment inspection Staff Member #1	School equipment inspection Staff Member #2	School equipment inspection Staff Member #3	School equipment inspection Staff Member #4	School equipment inspection Staff Member #5
Room set up	Room set up Staff Member #1	Room set up Staff Member #2	Room set up Staff Member #3	Room set up Staff Member #4	Room set up Staff Member #5
Pool & plant maintenance	Pool & plant maintenance Staff Member #1	Pool & plant maintenance Staff Member #2	Pool & plant maintenance Staff Member #3	Pool & plant maintenance Staff Member #4	Pool & plant maintenance Staff Member #5
Water testing	Water testing Staff Member #1	Water testing Staff Member #2	Water testing Staff Member #3	Water testing Staff Member #4	Water testing Staff Member #5
Waste stream management	Waste stream management Staff Member #1	Waste stream management Staff Member #2	Waste stream management Staff Member #3	Waste stream management Staff Member #4	Waste stream management Staff Member #5
Replenishing / ordering supplies	Replenishing / ordering supplies Staff Member #1	Replenishing / ordering supplies Staff Member #2	Replenishing / ordering supplies Staff Member #3	Replenishing / ordering supplies Staff Member #4	Replenishing / ordering supplies Staff Member #5
Varnishing floors	Varnishing floors Staff Member #1	Varnishing floors Staff Member #2	Varnishing floors Staff Member #3	Varnishing floors Staff Member #4	Varnishing floors Staff Member #5
Window cleaning	Window cleaning Staff Member #1	Window cleaning Staff Member #2	Window cleaning Staff Member #3	Window cleaning Staff Member #4	Window cleaning Staff Member #5

TRAINING & DEVELOPMENT

Question Title

* Training Program & Qualifications
Does your local authority have/use:

Induction Program / Pre work program

On the job training / Mentors

In-house training program

External accredited training

SQA Qualifications

Question Title

* Please provide details of your approach to training programs and qualifications (the induction program / pre work program, on the job training / mentors, in-house training program, external accredited training or SQA qualifications) in the box below.

PERFORMANCE MANAGEMENT

Question Title

* Would you be interested and able to provide information on:

	Interested	Able
Absence %	Absence % Interested	Absence % Able
Overtime as a % of basic staff costs	Overtime as a % of basic staff costs Interested	Overtime as a % of basic staff costs Able
Customer Satisfaction %	Customer Satisfaction % Interested	Customer Satisfaction % Able
Cost per worked hour	Cost per worked hour Interested	Cost per worked hour Able

Question Title

* Contact Details

Question Title

* Local Authority

Question Title

* Service / Department responsible

Question Title

* Janitorial and Caretaker Services are provided to:

Question Title

* Is the Janitorial/Caretaking Service managed as:

Question Title

* Have you reviewed the service within the past 3 years:

Question Title

* Please provide 3 key outcomes:

Question Title

Question Title

* Staffing FlexibilityDoes your local authority have/use:

Question Title

* Please provide details of your approach to staffing flexibility (mobile teams, peripatetic or utility staff or time of in lieu) in the box below.

Question Title

* Outwith hoursDoes your authority manage

Question Title

* Please provide details of your approach to outwith hours (24 hour operations, holiday cover or key holding, or call outs and emergency response) in the box below.

Question Title

* Staff Member #1

Question Title

* Staff Member #2

Question Title

* Staff Member #3

Question Title

* Staff Member #4

Question Title

* Staff Member #5

Question Title

* Identify tasks carried out by different job roles (fill out as many as required)

Question Title

* Training Program & QualificationsDoes your local authority have/use:

Question Title

* Please provide details of your approach to training programs and qualifications (the induction program / pre work program, on the job training / mentors, in-house training program, external accredited training or SQA qualifications) in the box below.

Question Title

* Would you be interested and able to provide information on:

Question Title

* Please provide any other indicators you would be interested in:

* Staffing Flexibility
Does your local authority have/use:

* Outwith hours
Does your authority manage

* Training Program & Qualifications
Does your local authority have/use: