HEANTUN HOUSING ASSOCIATION LTD

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1 Job Title Responsible to Purpose of Job Key Tasks Training and additional duties Head of Business Systems & Skills Director of Corporate Resources (DCR) To ensure that the business systems of the Group are fit for purpose, promote efficient working and service excellence. With Heads of Service to ensure that the workforce uses procedures and has the skills to maximise effective business working and to achieve service outcomes. In accordance with the approved Business Plan and with Heads of Service to carry out reviews of business system requirements for existing and proposed business activities. With the Head of Financial Services and Head of IT to be a member of the Heantun Best Business Systems Development Group, responsible for the identification, costing and planning of improvement projects in the approved business plan. In consultation with Heads of Service and Back Office Heads to develop business system improvement project plans. To project manage agreed initiatives and with Heads of Service to develop implementation plans, procedures and training. With Heads of Service to oversee and deliver skill development programmes for staff in the effective use of business systems To develop a skill development programme including appropriate use of apprenticeships, to equip Heantun s workforce with the appropriate skills of a 21st century workforce. To develop MS office applications for appropriate business uses. To be responsible for the safety and security of current and proposed systems and to audit and train services accordingly. To undertake appropriate training and to maintain awareness of technological progress. To develop key skills to allow for the dissemination of knowledge with relevant staff training activities September 2012 Head of Business Systems & Skills Page 1 of 7

2 Person specification Education/ Qualifications: Work Experience: Knowledge : HEANTUN HOUSING ASSOCIATION LTD HEAD OF BUSINESS SYSTEMS & SKILLS Degree or Professional Qualification. Essential Qualification or equivalent in management 5 (plus) years management experience in a business activity involving a medium or large workforce Routine use of financial and personnel systems in connection with the management of the workforce Use and development of reporting systems for management purposes Project Management of business systems development/ implementation. Training or teaching experience Understanding of Social Housing and Social Care Services Understanding of financial management systems Understanding of estate management systems Data Protection and Security Systems Software applications applicable to the public and social housing sectors. Cloud computing software systems Skills: Project Management, eg Prince2 practitioner Trainer CTTLs or equivalent MS Office Access Level 3 September 2012 Head of Business Systems & Skills Page 2 of 7

3 Behavioural Competencies: Communication Communicates complex information via a variety of formats, responding dynamically to difficult situations Team Working Actively encourages team work Commitment Level 5 Tenacious in implementing Strategic commitment to attaining high standards Customer Focus Level 5 Develops strategies to ensure long term customer satisfaction Managing Performance Encourages others to take the lead Is flexible, confident and dynamic in communicating with others, thinking on their feet and adapting the style and approach, as required. Is proactive in anticipating audience needs, concerns or objections and developing appropriate responses. Does not loose their head in particularly difficult situations. Can convey very complex information, via a variety of media. Involves all team members in decision making. Provides staff with space and freedom to take decisions and manage their own work. Recognises the strengths and weaknesses of team members and utilises these to promote team effectiveness. Treats team members equally and with respect. Recognises and actively pursues opportunities for crossfunctional team working Is able to foresee issues across the Group and plan routes to avoid stalling or not achieving long term goals. Is tough minded and able to remain positive throughout challenging internal and external pressures. Collaborates with other organisations, forming strategic partnerships, in order to improve the overall customer outcome. Reviews business processes and strategy in order ensure long term customer satisfaction Actively encourages suggestions from the team re. achieving business objectives. Holds accountability for delegated tasks. Monitors long term performance of individuals and groups. September 2012 Head of Business Systems & Skills Page 3 of 7

4 Change Orientation Manages change Leading and Developing Empowering Leader Networking / Partnering Influential Networker Big Picture Thinking Strategic Shaper HEANTUN HOUSING ASSOCIATION LTD Initiates and consults on change programmes. Manages change projects. Completes impact assessments and proactively addresses issues that will arise through the change. Identifies change projects that will improve business processes, ensuring they promote business and service user needs. Adapts leadership style accordingly. Empowers others to make and take decisions. Takes risks with people gives them stretch to promote development both within and outside their immediate area. Inspires team with a clear compelling vision and priorities for action. Devotes quality time to coaching, development, career and succession planning. Builds an extensive network of co operative relationships to resolve issues, remain up to date and to clarify information. Proactively seeks competitor information to benchmark quality and improve services. Involves other stakeholders in projects/reviews in order to share best practice. Seeks to understand how those in other sectors deal with particular problems. Actively keeps abreast of all external factors which may have an impact on service delivery. Actively participates in the strategic planning process. Feeds upwards on strategy development. Understands political, economic, social, technological, legislative and environmental impacts on the Group. Keeps up to date regarding functional and professional issues. General Technical Competencies Conducts themselves professionally by ensuring advice and opinions are founded on Association policy and procedure and good practice September 2012 Head of Business Systems & Skills Page 4 of 7

5 Information for Candidates HEAD OF BUSINESS SYSTEMS & SKILLS Heantun Group operates from a range of locations dealing with a wide range of customers. Much of our work required detailed information. Improving our already highly regarded levels of customer service is a priority. We have reviewed staff skills and the range of business systems we use and our Business Plan sets challenging targets: Modernising our systems Helping staff develop new skills Improving the extent of information available Improving customer service The new post is intended to be the interface between Directors and Heads of Operating Activities and our Back Office Senior Team and will support the internal client to: Identify best practice Identify business priorities Develop priorities for system improvements and investment Project manage, implement and co ordinate training The post is located in Heantun s Corporate Resources Department reporting to the Director of Corporate Resources. Chief Executive Officer Executive Director (Operations) Director of Corporate Resources Head of IT Head of Business Systems and Skills Head of HR Head of Financial Services September 2012 Head of Business Systems & Skills Page 5 of 7

6 and will work to a programme set out in the Annual Business Plan by the Group Executive and approved by the Board. Priorities for will include: The selection and development of a new CRM system focusing on Heantun s Employment and Training and Domiciliary and Supported Housing Services. To review the business needs and improvement of asset management data systems. The integration of systems managing building maintenance. Purchase ordering. Housing management systems. Project Management Review policies and procedures Develop outline and final business cases Define project benefits in a formal statement Prepare project timetable document Establish project team with clear roles and responsibilities Clear timetable of project team meetings with minutes Monitor project risk log and risk register Maintain formal issues log including agreed changes Post implementation review Formal user training Development of network of super users. September 2012 Head of Business Systems & Skills Page 6 of 7

7 Business Plan 2012/16 The approved Business Plan sets out priorities for the development of Business Systems to meet the needs of growing operational activities of the Group. The aim of the Association is to provide: Excellent services to service users. Support a highly skilled and committed workforce with efficient business systems and access to real time information. To maintain all data systems to high levels of integrity, stability and security (to ISO 27001) and DWP requirements. Promote business efficiency at above market levels. The following projects have been identified in the Business Plan for 2012/13/14 Development of a group wide customer management system integrated with service specific information and data systems. Update and modernise in integrated format all Asset Management records, information and planning systems and financial interfaces. (This may involve the retention and upgrade of existing systems or their replacement). Modernisation of Purchase Ordering System. September 2012 Head of Business Systems & Skills Page 7 of 7

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