MAINTENANCE AND PROPERTY ASSET MANAGER

Transcription

1 MAINTENANCE AND PROPERTY ASSET MANAGER Please use these notes to assist you in completing your application. 1. Use the Job Description and Person Specification to assist you in assessing if you meet the criteria for this post. 2. Criteria may be enhanced to facilitate shortlisting. 3. The panel will shortlist only on the basis of the information provided. JOB RELATED INFORMATION This post is pensionable; the pension provider is NILGOSC, if you choose not to participate in the NILGOSC Scheme there is no contracting out certificate in force for the employment. This post qualifies for 28 days annual leave plus 12 statutory holidays. This post will be based at Trinity Housing Ltd, Maple House, Beechill Business Park, 96 Beechill Road, Belfast BT8 7QN. TRINITY HOUSING LTD MAPLE HOUSE BEECHILL BUSINESS PARK 96 BEECHILL ROAD BELFAST BT8 7QN

2 JOB DESCRIPTION MAINTENANCE AND PROPERTY ASSET MANAGER

3 JOB DESCRIPTION: MAINTENANCE & PROPERTY ASSET MANAGER CONTENTS Page 3 - General Information About the Association Page 4 - Job Description and Other Comments Page 5 - Management Responsibilities - General Page 6 - Management Responsibilities - Administration Page Management Responsibilities - Technical Maintenance, Services and Functions Page 9 - Management Responsibilities -Major Repairs etc and Functions Page 10 - General

4 GENERAL INFORMATION ABOUT THE ASSOCIATION Trinity Housing is a registered Housing Association with the Department for Social Development and under the Industrial & Provident Society Acts with the Registrar of Friendly Societies. It provides housing throughout Northern Ireland for the elderly in single housing, grouped housing Category I and Category II Sheltered Housing, a wide range of supported housing (special needs) directly managed or through joint management agreements with care partners and general family housing. Trinity is a customer focused organisation. The customer and their needs are at the heart of our service delivery and as a result, staff are actively encouraged to participate in training and the development of policies and procedures. A no smoking policy exists at the Association s offices at Maple House. In July 2010, the Association was awarded the Investors in People status. In May 2005, the Association was awarded CSHS status and is currently working towards reaccreditation. In December 2011, the Association was awarded Customer Service Excellence accreditation. All positions within the Association are subject to a 6 month probationary period. All staff are required to maintain and uphold the Association s policies and procedures. NB: The Association through a structure of subsidiary companies, is seeking to develop housing schemes throughout Ireland; therefore travel outside Northern Ireland may be necessary.

5 JOB DESCRIPTION The following job description has been prepared for illustrative purposes and is not meant to be exhaustive. It is a guide and identifies the main focus of the job. No job or organisation is static. Therefore, the job description will be reviewed regularly as part of the annual review appraisal process. Performance is monitored against job description, targets set and performance management reports. A clean driving licence is required. Any other reasonable duties are included in the job description. OTHER COMMENTS The Maintenance & Property Asset Manager will be responsible to the Director of Maintenance & Property Asset Management. The Association is heavily reliant on IT systems and operates a specialised maintenance programme. Applicants must therefore have experience of PCs/Network, including Microsoft Windows /Spreadsheets/Word Processing. The Association uses the SDM Property Management suite. Good organisational skills will be necessary to maintain all the necessary systems applicable to the post. The post will involve a comprehensive maintenance and asset management service to a range of accommodation, including Mobility bungalows, Category 2 Sheltered Accommodation and Support Housing ranging from a single property to registered Care homes. Therefore a good technical background and detailed knowledge of building related issues is essential. The Manager will also be responsible for Health & Safety on the Associations properties and offices. The Manager will be responsible for a complete and comprehensive management and maintenance service to the Association's housing stock throughout Ireland. As this will involve direct consultation with tenants, their representatives and the general public, you will be a good communicator and be able to demonstrate a sound command of the English language.

6 GENERAL MANAGEMENT To assist the Director in the overall management of the Associations Asset Management responsibilities, including the management and supervision of staff against KPI,s and target related performance management. To deputise for the Director during his/her absence from the Association at meetings/functions which require to be attended and to make any decisions including emergency matters to ensure the smooth running of the association and report on same on his/her return. To recommend action and bring forward proposals to ensure the smooth and efficient running of the Department incorporating good practice principles at all times. To assist in the overall strategic planning and direction of the Association to ensure that the highest standards of service are maintained and that the organisation is best placed to face the challenge of a constantly changing social housing sector. Communication at a senior level is a crucial aspect to ensuring the delivery of the organisation's goals and objectives and as part of this process, the Manager will take a proactive role at management team meetings. Managers are expected to assist in building a strong team by setting an example in timekeeping, efficiency, general demeanour, competence, maintenance of high standards and compliance with the Association's policies and procedures. To be sensitive and helpful to other members of staff. CONTINUOUS IMPROVEMENT The Manager in accordance with the requirements of IIP will produce on an annual basis, a revolving programme of key service delivery reviews.

7 MANAGER'S RESPONSIBILITIES Administration To lead the Associations repair service and ensure that staff are focused and enthused to deliver a high class service. To liaise and communicate with all staff including drafting of circulars to Scheme staff and residents To report at regular staff meetings on progress of all works To assist in the preparation of annual budgets, and develop long term plans, and monitor expenditure against same including production of monthly and quarterly cost information. Checking of all invoices before presentation to Finance staff Preparation of end of year performance statistics as may be required by the Association, the Funding Authority (PSRR and annual statistical return) and other statutory requirements. Preparation of a range of reports including monthly performance, quarterly and reports for the Associations Property Services Committee.

8 MANAGER S RESPONSIBILITIES Technical Maintenance and Services To ensure that all maintenance and service procedures are carried out in accordance with the Association's policies and procedures To review on a least an annual basis and report to the Director on the maintenance and service procedures (from ordering to payments) with particular regard to their effectiveness and to recommend improvements and enhancements to ensure the procedures continue to meet growing demand on the service and tenant/user expectation. To report to the Director on a quarterly basis on the maintenance service in particular concerning maintenance costs against budget, ongoing difficulties and future requirements. To visit each scheme as necessary, the timing of which should be agreed with Senior Housing personnel for sheltered schemes in order to meet with housing staff and resident supervisors and for supported housing schemes the timing of which should be between the quarterly management meetings. Functions Initiate and approve action for all repairs within approved limits in accordance with the Association's policies and procedures. To keep in place, update and to initiate where necessary all procedures to ensure a quality response maintenance service To include identification of Contractors in areas where new schemes are developed, which can provide a good competitive service. To monitor and report on the performance and quality of the response maintenance service and manage the Measured Term Contract in liaison with the Association's partners. To develop and deliver the Association's planned maintenance service. To ensure the Association complies with its legal responsibilities (gas appliance testing, electrical testing, asbestos register, legionella etc) To organise and co-ordinate tenant consultations with Housing Management where necessary for maintenance, major repairs and voids. To handling all maintenance cyclical repairs tendering procedures including reports on same.

9 To monitoring and reporting on the Association's maintenance service contracts including grounds maintenance and all 24 hour breakdown/support services To re-tendering/reviewing and putting in place all annual service contracts including monitoring their performance/effectiveness and reporting on their value for money. To preparation of and updating on a regular basis (at least annually) of maintenance/service manuals to assist in the provision of services to supported housing schemes. To keeping housing personnel and other staff involved in the maintenance/service process advised of updates, changes and the availability of manuals/health and safety files, etc. To prepare annual budgets on the maintenance service and monitor costs against budget on a quarterly basis (copy of budget to be given to the Finance Manager/ Director). To authorise for payment all invoices received in relation to maintenance ordered. To deal with any maintenance queries generally.

10 MANAGER'S RESPONSIBILITIES Major Repairs, Adaptations and Other Miscellaneous Works To report to the Director on a quarterly basis of major repairs being carried out with particular regards to performance of contractors and consultants, their effectiveness and the overall value for money. To report to the Director on an annual basis on the ongoing need for major repairs, replacements and to put forward proposals as necessary for the Board to consider,6 months in advance of each financial year. To report to the Director on an annual basis on adaptation works and procedures, to recommend any improvements/enhancements to the service to ensure ongoing value for money and effectiveness Functions To preparing or making arrangements for any schedules of work, initiating tendering procedure, reporting on tenders and associated administration procedures. To supervise major repair contracts (both pre and post contract) including compiling lists of defects and ensuring satisfactory completion To completing and updating all major repair forms together with all the supporting information for submission to funding bodies. To deliver and make arrangements for the supervision of adaptations and report on their progress To ensure all Final accounts are processed promptly, checked and report same to Finance Department at each stage and to ensure all applications for funding are submitted on time and with all the necessary supporting information.

11 GENERAL Giving advice and information to tenants, applicants and the general public aswell as assisting tenants with housing problems and dealing with tenants complaints including advice on the use of equipment and how to overcome issues such as condensation etc The production of any other information necessary for reporting to the Association's Board and Committees Attendance at conference, seminars, and training courses will be required which may involve overnight stays.

12 PERSON SPECIFICATION MAINTENANCE & PROPERTY ASSET MANAGER ESSENTIAL DESIRABLE SKILLS AND ABILITIES Have a wide understanding of the building industry, including knowledge of materials, trades, methods, legal requirements, and statutory obligations that apply to social housing. Have a sound knowledge of construction processes Ability to interpret technical drawings Be attentive to detail when checking work and materials in connection with contractor invoices. Be able to provide evidence of contract administration and understanding of different forms of contract. Be honest and vigilant to make sure that the work and materials meet the required standard Be able to provide evidence of setting targets and achieving results Must be computer literate MANAGEMENT Must be able to provide evidence of leading and motivating a team of people in a construction or social housing environment within the last five years. EDUCATION AND EPERIENCE A third level qualification in Building Surveying, Quantity Surveying, or Mechanical & Electrical Engineering. Several years experience of construction (new and refurbishment work for domestic type property) Be able to demonstrate good communication skills both written and verbal Be able to work on their own initiative and as part of a team Knowledge of Health & Safety in the Construction industry, including CDM Regulations 1995 Membership of a building related professional body such as CIOB, RICS, Good knowledge of DSD guide, especially on adaptations and housing maintenance. PERSONAL QUALITIES Be physically fit Have good spoken and written communication skills Be persuasive and diplomatic whilst remaining independent Have good judgement. A clean driving licence. Ability to accept responsibilities of post Confident, reliable, common sense and adaptability