From compliance to excellence: Managing school properties and assets

Why schools need to take a proactive approach to property compliance 

Schools are more than learning spaces – they are working environments that require regular maintenance to stay safe and functional. 

While improving student outcomes is a key focus, school leadership teams also carry a less visible responsibility: ensuring their schools are compliant and fit for purpose. From health and safety measures to estate management, property compliance plays a key role in protecting students, staff and the reputation of schools. 

In a recent webinar, we explored this topic with experts, discussing the importance of property compliance, what it involves and how tools like Total Asset Management System (TAMS) can support effective estate management. 

Building a compliant culture 

Maintaining a safe and well-managed school involves a range of ongoing activities and responsibilities, including: 

• Performing asset audits: This helps school leaders identify gaps and take proactive steps to strengthen their school’s compliance. 

• Managing school estates and assets: Regular checks on school buildings and equipment help ensure they meet legal standards and support leadership in planning effectively for future upgrades.

• Assigning ownership of compliance tasks: Schools should assign a specialist contractor or staff member to ensure compliance tasks are completed to regulatory standards.

• Updating health and safety guidelines: Keeping up with current health and safety standards is essential to remain compliant, reduce the risks of accidents and keep students and staff safe. 

• Keeping thorough records: Keeping well organised compliance records is key to maintaining a strong audit trail. These records should clearly show who completed each task, when it was done and when the next check is due.

How technology can help

Capita Entrust’s Total Asset Management system (TAMS) is a bespoke asset management system designed to help schools meet their statutory and compliance obligations by overseeing their estates, assets, contractors, students and staff.  

With TAMS, schools can:

• Prioritise maintenance: The system enables better asset management, helping schools minimise unexpected repair costs and disruptions to learning. 
• Enhance workflows: TAMS provides a single, secure location for all property-related information streamlining access and management. It also generates real-time reporting which can be accessed through any internet-connected device, reducing the risk of data duplication and errors. 
• Adapt with ease: TAMS offers user-friendly, flexible and modular solutions that evolve with a school’s needs. 
• Stay compliant: The system ensures school buildings and premises are well-maintained and compliant with the DfE’s ‘Good Estate Management for Schools’ guidelines.

What are school leaders saying? 

“The support for setting up and implementing the TAMS system has been excellent. Our provider has been patient, proactive, and helpful throughout. The system is comprehensive and intuitive, with potential to strengthen compliance, increase efficiency, and enhance collaboration among premises staff and leaders. This collaboration will help minimise risks to children, staff, and visitors.”​

- Tony Hand, Vice-CEO, Fierté Multi-Academy Trust

“Christ the King Catholic Collegiate (CtKCC) sought a comprehensive asset management system for compliance and general asset management. After several demonstrations, they purchased TAMS in March 2022. The system is user-friendly and intuitive, allowing easy navigation and rapid access to specific requirements. I highly recommend TAMS for its ability to improve compliance visibility and asset tracking across CtKCC, with individual sites accessing their data and the Central Team having visibility across all locations.”​

- Dave Rushton, Operations Manager, Christ the King Catholic Collegiate

Conclusion

Effective management of school estates and assets is central to creating a safe and secure environment for students and staff. TAMS provides the tools needed to help schools achieve compliance and deliver high-quality education. 

Are you looking to improve your school's property compliance and management?

Learn more about how TAMS can help by emailing:

 information@entrust-ed.co.uk