POSITION DESCRIPTION

Transcription

1 Central Australian Affordable Housing Company Ltd POSITION DESCRIPTION Position Title: Reports to: Location: Hours per week: 37.5 Asset Management Project Manager (A ) CEO & Service Development Manager 24 Kidman Street, Alice Springs Salary Band: 7 (level TBC; range $71,255 to $82,811) Prepared by: Hal Bisset Date: 27/11/13 1. Organisational Overview The Central Australian Affordable Housing Company Ltd (CAAH) was founded by Tangentyere Council to provide a new way forward for Indigenous Community Housing. The key aims of the company are to: Develop a regional affordable housing company that provides mainstream community housing with a focus on aboriginal people. Provide innovative housing solutions to a diverse range of housing need within the community, especially for those who are disadvantaged. Develop strong partnerships with community, government and the private sector that strengthen our capacity to increase affordable housing supply. Make a significant improvement to the health of aboriginal people through the sustained ability to access environmentally healthy living conditions. CAAH brings a resident focused approach to the task of housing provision. Our aim is healthy people in healthy homes in healthy communities. 2. Company Values CAAH s values are derived from our commitment to generate outcomes consistent with our focus on residents. They are: LISTEN FIRST: CHALLENGE: INNOVATION: To always pay attention, wait and respect other people s point of view. The courage to challenge ourselves and others, to speak out and question. We will be forward looking in all our thinking and actions to encourage creative solutions. 1

2 RESPECT: DIVERSITY: We will have regard, tolerance and acceptance of the rights of others to their culture, beliefs and opinion. Understanding that no two are the same and that we will provide choice in housing, services and opportunity. These values will drive the way we go about our work and provide the foundation on which all employees are asked to fulfil their role. 3. Position Context The focus of the position is the development of an asset and property management capability within the company. The company was first established to provide an integrated tenancy and property management service to the Town Camps of Alice Springs under a Service Level Agreement (SLA) with the Northern Territory Department of Housing (NTH). Each of the 18 Housing Associations which hold a perpetual lease from the Commonwealth government over the land on which their town camp is sited has entered a 40 year lease to the Executive Director of Township Leasing (EDTL), a statutory authority established by the Commonwealth government. Under the terms of the lease the EDTL subsequently sub-leased the dwellings within the town camps to NTH to ensure tenancy and property management in accordance with public housing policies and procedures for a period of 6 years ( ). The sub-lease required NTH to engage not-for-profit community organisations to deliver both property and tenancy management under separate contracts. a. Current Context CAAH was initially responsible for both contracts for 2 years until December Since that time it has been responsible for Tenancy Management while Ingkerreke Commercial is responsible for Property Management. Both contracts expire December While CAAH is not currently responsible for property management it has agreed to provide what is now called housing maintenance coordination which essentially provides a maintenance helpdesk function. This role is not resourced and is not providing a best practice service. The current arrangements are sub optimal and CAAH is committed to advocating for the integration of tenancy and property management and winning the right to provide an integrated service at the next opportunity. The position is therefore focused initially on (i) supporting our current housing maintenance coordination role, (ii) the redevelopment of a property management capacity within CAAH (policies and systems) and (iii) drafting the CAAH tender to undertake an integrated property and tenancy management tender during 2014 for the period

3 b. Future Context CAAH also has a mandate to provide housing services to remote communities in Central Australia and has recently submitted a tender to provide tenancy management and housing maintenance coordination for the Santa Teresa Cluster. If successful this position will be responsible for the mobilisation of and subsequent oversight of the housing maintenance coordination contract. In addition CAAH has a small portfolio of affordable housing (12 units and 3 commercial premises) at St Marys and is in the process of developing a portfolio of Indigenous Affordable Rental Housing combining both government subsidies and private finance. This position will also provide support on the development of new affordable housing options and play a role in the ongoing maintenance of the portfolio. In short this position combines a short term developmental role and an ongoing management role. The position will be appointed for an initial 12 month contract. 4. Accountability The position is directly responsible to the CEO and will be part of the CAAH Management Team which is responsible for ensuring the achievement of strategic goals and objectives within a positive, collaborative and supportive culture. 5. Position Aim The overall aim of this position is to oversee the development and implementation of asset management strategies and systems within the company. 6. Position Objectives The objectives of this position are: 1. To design and develop a property management system for the Town Camps of Alice Springs. 2. To champion the Housing for Health principles within the organisation and to ensure their application wherever relevant. 3. To oversee the Housing Maintenance Coordination Role of CAAH under the current Tenancy Management SLA on the Town Camps. 4. To oversee the provision of Housing Maintenance at St Marys. 5. To oversee the Housing Maintenance Coordination Role of CAAH under any future SLA s for Remote Communities. 6. To contribute asset management expertise and advice into the development of new opportunities for social and affordable housing development. 7. Ensure the company delivers property management services in accordance with the National Regulatory Framework for Community Housing. 8. To ensure that CAAH has effective, efficient and integrated property and tenancy management IT systems. 3

4 9. To contribute to the quality of corporate services within CAAH by taking responsibility for asset based services including office lease, vehicle fleet and Work, Health & Safety. 7. Position Role The role of the position is defined in Attachment 1 which outlines all of the key responsibilities 8. Key Performance Indicators The KPI s which attach to this position are: 1. Successful tender for the provision of Housing Maintenance Coordination (or Property Management) to the Town Camps from Dec Low rate of complaints about the role of CAAH in preparing Maintenance Requests from both Territory Housing and Town Camp residents. 3. Completion of the Housing for Health survey & fix at St Marys. 4. High satisfaction rate amongst tenants at St Marys in relation to performance of maintenance tasks. 5. St Mary s site trading at a surplus. 6. Efficient mobilisation of a Housing Maintenance Coordination service to the Santa Teresa Cluster if CAAH wins the tender. 7. Board approval of recommendation to upgrade / replace IT management systems. 8. CAAH meeting all property and asset management standards necessary to achieve and maintain registration under the National Regulatory Framework for Community Housing. 9. Maintenance of an adequate and safe fleet of vehicles for the company. 10. Low level of workplace Health & Safety Incidents. 11. Contribution to company culture through active participation in planning and policy development. 9. Internal Relations Internally the position has the following accountabilities: 1. Line Management will be provided by the CEO. 2. The position will attend Management Team Meetings as required by the CEO (but will become a member of the Management Team once the position has evolved to that of program management). 3. The position will work collaboratively with the Community Housing Manager. 4. The Position will work collaboratively with the Project Manager. 5. The position will work collaboratively with the Environmental Health Worker. 10. External Relations The position will be responsible for establishing and maintaining collaborative working relationships with: 1. The TH Contract Manager for the Property Management (Town Camps) SLA. 2. Contractors that provide trade services to the Town Camps. 3. The TH Contract Manager for the Property Management (Remote Communities) SLA if successful with tender. 4

5 11. Core Competencies The person appointed to this role will demonstrate the following characteristics: Commitment: o to the role (demonstrated through regular attendance and positive work ethic) o to provide excellent service to all residents o to demonstrating initiative and striving for best practice o to implement company policies and procedures (including Occupational Health and Safety requirements) o to work towards CAAH s goals and objectives Teamwork: o by working together to achieve company outcomes o by asking staff if they need assistance o by accepting staff for who they are and being honest if something is wrong o by asking for assistance if required o by being willing to go the extra mile for the residents and company Communication: o open and honest o regular discussion with all staff o respectful to all people you work with o confident to raise issues with team members o clear so that residents understand their rights and responsibilities Cultural Awareness: o to ensure residents are comfortable dealing with you o showing respect to all people that you are dealing with o demonstrating empathy for the circumstance that others find themselves in o to ensure that residents are treated with dignity and respect 12. Qualifications The position demands the following qualifications: 1. A post seconmdary qualification in a relevant field such as construction, architecture, project management, engineering 2. Drivers License 3. Police Check 13. Key Selection Criteria The position requires the applicant to meet the following Key Selection Criteria: 1. More than 5 years experience in the housing construction industry. 2. More than 2 years experience in the management of staff within a relevant industry. 3. Member of a professional association in the construction industry. 4. Appreciation of the role and its significance to the company and a passion and commitment to fulfil the role successfully. 5. An awareness, understanding and sensitivity to Aboriginal culture and law and the ability and experience to communicate with Aboriginal people. 6. Demonstrated ability to build and maintain strong relationships with staff and clients. 5

6 7. Very good verbal and written communication skills. 8. Excellent time management and organisational skills. 9. Commitment to Workplace Health & Safety policies and practices. 10. The capacity to prepare written reports and provide policy advice in a clear communication style. 11. Highly developed computer skills and expertise in a range of software. In addition the applicant would benefit from meeting the following criteria: 1. Familiarity and understanding of property management software packages. 2. Well developed negotiation and problem solving skills. 3. Demonstrated ability to meet deadlines and stay focused under pressure. 4. Sound management and administrative skills. 5. Mediation and conflict resolution skills. 6. An exceptional work ethic with a positive mindset. 7. Strong computer skills using MS Word, Excel and Access database systems. 8. Demonstrating the CAAH Core Competencies as listed above. 14. Verification This section verifies that the position holder and the manager have read the attached position description and are satisfied that it accurately describes the position. Position Holder CEO/Manager Name Name Signature Signature Date Date 6

7 ATTACHMENT 1 Asset Manager Position Objective Role Title: Asset Manager Incumbent: TBC Aim: Oversee the development and implementation of asset management strategies and systems within the company. 1. To design and develop a property management system for the Town Camps of Alice Springs. 2. To oversee the Housing Maintenance Coordination Role of CAAH under the current Tenancy Management SLA on the Town Camps. a. To develop a strategic approach to the delivery of housing maintenance services on the Town Camps based on the Housing for Health framework. b. Design and cost a housing maintenance service that would provide the most effective and efficient housing maintenance service to the Town Camps taking account of TH polices and company values. c. Establish relationships with trade contractors and identify the most appropriate partnerships for the delivery of contractor services on the Town Camps taking account of TH policies. d. Identify potential partners (e.g. RJCP providers) and explore the opportunities for developing strategies which add value and / or enhance effectiveness of maintenance services on the Town Camps. e. Lead the preparation and management of the anticipated tender to provide Housing Maintenance & Property Management service to the Town Camps for the period Dec 2014 to Dec a. Liaise with and strengthen the relationship with Territory Housing Asset Division and Ingkerreke Commercial in relation to the effective delivery of housing maintenance services under the current SLA. b. Oversee and strengthen the internal efforts of CAAH to provide a responsive housing maintenance helpdesk for tenants of the Town Camps. c. Support the Helpdesk Operator to develop and implement courteous, respectful and responsive procedures for taking and transmitting maintenance requests. d. Evaluate and oversee internal systems for the recording, transmitting, follow up and storage of Maintenance Requests related to the Town Camps. e. In collaboration with the Team Leader Tenancy Manager further develop the capacity of the Helpdesk and TMO s in the inspection of properties and the preparation of Maintenance Requests. f. Design and implement a quality assurance process for maintenance requests submitted to TH. g. Ensure the collection of meaningful data on maintenance requests and undertake monthly analysis of the data to extract informative trends. h. Provide monthly maintenance statistics to the Team leader Tenancy Management for inclusion in SLA Reports. 7

8 Position Objective Role 3. To oversee the provision of Housing Maintenance at St Marys. 4. To oversee the Housing Maintenance Coordination Role of CAAH under any future SLA s for Remote Communities. 5. To contribute asset management expertise and advice into the development of new opportunities for social and affordable housing development. a. Manage the lease with the NT Diocese of the Anglican Church. b. Develop and oversee the budget for St Mary s. c. Secure and manage the sub-leases on all commercial buildings. d. Manage the implementation of Housing for Health inspections and develop responsive and planned maintenance cycle. e. Authorise all maintenance on all buildings on the St Mary s site. f. Supervise the CAAH Handyman in relation to all work done on the site. g. Manage the delivery of utilities to the site and the apportionment of payment for utilities. a. Mobilise Housing Maintenance Services for the Santa Teresa Cluster if the company is successful in its tender. b. Manage the contract and budget for Housing Maintenance Coordination. c. Employ all property management staff as required to fulfill the tender. d. Manage the acquisition of all vehicles and equipment for the fulfillment of the tender. e. Implement a property inspection regime that builds on the Housing for Health approach to ensure a proactive housing maintenance framework. f. Liaise with TH to implement effective communications in relation to Maintenance Requests. g. Assume responsibility for the achievement of all KPI s under the SLA for Housing Maintenance Coordination. a. Develop and monitor an Asset Strategy for the company consistent with our mission and values. b. Champion the Housing for Health framework and ensure its application as appropriate. c. Provide expert asset management advice to the Project Manager in the design and documentation of all potential social and affordable housing projects to ensure quality developments are procured that minimise maintenance costs and incorporate long term maintenance plans with each development. d. Provide quality assurance inspections at critical stages of construction of all social and affordable housing projects. 8

9 Position Objective Role 6. Ensure the company delivers property management services in accordance with the National Regulatory Framework for Community Housing. 7. To ensure that CAAH has effective, efficient and integrated property and tenancy management IT systems. 8. To contribute to the quality of corporate services within CAAH by taking responsibility for defined corporate services. a. Monitor CAAH property management policies, procedures and systems to ensure they remain consistent with the National Regulatory Guidelines. b. Assume responsibility for ensuring CAAH meets and maintains all property and asset management performance standards as prescribed by the National Regulatory Guidelines. a. Research the IT needs of the company with respect to tenancy and property management systems. b. Make recommendations on the upgrade or replacement of IT Hardware to support approved IT Software. c. Make recommendations on the upgrade or replacement of IT Systems for tenancy and property management. d. Manage the purchase and delivery of IT support for the company to ensure continuous IT capability for all staff. a. Manage the CAAH fleet of vehicles including the acquisition, replacement and maintenance of all vehicles and the lease agreement. b. Manage the Office Lease including all maintenance and improvements. c. Develop and oversee the implementation of Workplace Health & Safety policies and practices for the company. 9