The Property Services Officer (PSO) will assist the Property Services Team to provide a first class property maintenance service which:

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1 JOB DESCRIPTION POSITION: Property Services Officer (Draft) GRADE: EVH Grade 7 (Spinal Points PA22 PA25: 28,434-31,223) January 2013 INTRODUCTION The Property Services Officer (PSO) will assist the Property Services Team to provide a first class property maintenance service which: Offers value for money Ensures compliance with all relevant legislation, policy, procedure and best practice Ensures the comfort and safety of tenants and owners ACCOUNTABILITY The PSO will be responsible for the Property Services Assistant within the department, and responsible to the Property Services Manager (PSM) and thereafter to the Director and the Management Committee. PURPOSE The PSO will provide an effective and efficient cyclical and responsive maintenance service to tenants and owners, by ensuring all property is maintained to the highest standard possible, within the parameter of budgets. They will also regularly monitor stock and ensure all contracts are carried out in compliance with their terms and are completed timeously, to high standards, within budgets. MAIN DUTIES AND RESPONSIBILITIES Reactive, Cyclical And Planned Major Repairs and Component Installations Receive, evaluate, instruct, record and process repair requests by tenants. Identify, process and record repairs classed as Right to Repair and monitor progress against standards. Operate the electronic Property Management System and ensure all relevant data is accurately recorded. Assist the PSM to ensure that the Property Measurement Criteria Provide an effective and efficient repair service. APSR statistics Accurate records Accurate records

2 Management system remains fit for purpose in relation to the requirements of the ARC Provide information to assist PSA to ensure the Property Management System is maintained and regularly updated as Produce and record suite of agreed monthly performance reports from the Property Management System. Carry out and record all pre and post repairs inspections. Monitor and report on KPIs/performance standards. Be aware of the legislative requirements relative compliance with the Scottish Social Housing Charter relative to Property issues. Identify and assist with the submission and progress of insurance claims for maintenance items. Implement recharge procedures where Manage all aspects of void properties, including, raise works, manage contractors and reporting on performance against targets Carry out periodic stock/estate inspections. Ensure inspection data is recorded on the Property Maintenance System to allow future maintenance and budget requirements to be ascertained. Manage alteration applications and ensure approved alterations are recorded on the Property Maintenance System. Manage Section III Medical Adaptations referrals from the WDC Social Work Department in conjunction with the PSA and maintain information on the Property Current and accurate property records Monthly meeting to discuss and sign off reports. Compliance with DPHA standards Accurate records and reports of performance. A working knowledge of the SHC Current, accurate records and compliance with policies and procedures Compliance with targets, policies and procedures Inspection records Compliance with policy and procedures Compliance with policy and procedures and accurate records

3 Maintenance System. In conjunction with the PSM prepare specifications and organise competitive quotes. Contractors & Consultants Carry out a comprehensive, bi-annual review of all contractors on the Approved Contractors List and provide a report to Ensure that an approved panel of contractors/consultants is maintained and regularly reviewed. Maintain comprehensive records of all contractors. Manage contractors/consultants and oversee their work. Formally monitor, control and report on the quality of work and performance against targets and report findings to the Tenant Participation & Customer Satisfaction Assist in initiatives to ensure effective user feedback on the quality of service and act to improve levels of satisfaction in line with this feedback. Assist in the preparation of information to tenants and owners including the newsletter, information leaflets and the website. Financial And Budgetary Control Check maintenance invoices and authorise payments. Liaise with Finance staff regarding outstanding insurance and recharge claims. Assist the PSM with the setting of maintenance budgets. Prepare monthly budget against expenditure reports for the appropriate Sub Committee. Assist with the monthly processing of Compliance with DPHA standards. Accurate panel of contractors. Accurate panel of contractors. Manage and record contractors performance at regular performance review meetings. Records of performance review meetings. Evidence of continuous improvement. Preparation of appropriate articles. Accurate and timeous invoicing Investment budgets that reflect the property need. Accurate cost control Accurate cost control

4 contractor/consultant invoices Factoring Assist in the management and delivery of the factoring service. Deal with enquiries from owner-occupiers, sharing owners and shop owners regarding the factoring service. Ensure owners adhere to the provisions of the relevant Deed of Conditions. Attend owners' meetings, where Periodically carry out inspections/fire risk assessments in the common areas of the stock including factored property to ensure a high standard of repair and maintenance. Monitor and record the performance of maintenance contractors. Health And Safety In conjunction with PSA(s) ensure all contractors meet the relevant health and safety requirements. Ensure compliance with CDM regulations General Implement and review repairs and maintenance policies in conjunction with the Produce reports as required by the Produce reports on repairs and maintenance for the appropriate Sub Committees. Liaise effectively with staff in other sections to maximise performance and enhance service delivery. Keep up to date with building and maintenance legislation and best practice. Attend relevant training courses, seminars Accurate and up to date factoring records Customer satisfaction levels Accurate record of inspections and risk assessments. Accurate records of contractor's performance. Accurate contractor records. Accurate contract documentation. Compliance with Policy Review Plan Production of accurate reports Production of accurate reports Attend relevant training courses and access topical briefings Measured against PIDP and training

5 staff forums and resident s forums as Contribute to the overall activities of DPHA Liaise with the PSM on design and specification issues. Provide temporary cover during the absence of PSA. Deputise for the PSM in his/her absence. Undertake additional duties as requested by plan. Participation and consultation objectives. Service delivery continuity. PIDP

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