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West Whitlawburn Housing Co-operative Limited
JOB DESCRIPTION
POST: ASSISTANT DIRECTOR PROPERTY SERVICES
EVH GRADE 9
1. Main Objectives of Post
To ensure that The Co-operative provides a first class effective and efficient Repairs and Maintenance service including reactive, planned and cyclical work that meets legal requirements, complies with good practice, regulatory guidance and the relevant Co-operative’s Policies .
To prepare and monitor all revenue based repairs and maintenance budgets and as a member of the Senior Staff Team, contribute to corporate planning.
To co-ordinate and ensure productive liaison with external technical service agents
such as architects, engineers and any relevant contractors.
To ensure that The Co-operative meets the requirements of the Social Housing Charter
To formulate and undertake periodic reviews of policies and procedures in repairs and maintenance and contribute to the overall operation of The Co-operative as a member of the Senior Staff Team.
The Assistant Director (Property) will report to The Director, and service the Property Sub-Committee
The post holder will be responsible for the following specific areas of operation:
2. Reactive Maintenance and Repairs
To provide a courteous and responsive repairs and maintenance service to
tenants of The Co-operative.
To ensure that The Co-operative achieves value for money in all jobbing repair
work.
To monitor contractor performance in a professional manner.
To ensure that all day to day repairs are achieved in a satisfactory manner and within the prescribed timescales.
To prepare, monitor and control all repairs and maintenance budgets.
To oversee the operation of a computerised reactive maintenance system
To ensure all relevant works are regularly tendered in accordance with legal requirements, good practice and regulatory requirements
3. Performance Management
To ensure the delivery and monitoring of a first class service in all matters relating to The Co-operatives Property functions.
To ensure, in particular, all aspects of legal requirement compliance is effectively discharged and delivered with particular reference to Asbestos Management, Legionella, Gas safety servicing, and all aspects of Multi-storey services contracts (e.g. lifts) with reports to the Property sub Committee confirming regular compliance ( every 2 months)
To ensure all aspects of relevant Health and Safety requirements are identified and met, e.g. Property Fire Risk Assessments
To ensure all aspects of the WWHC Complaints Policy and Procedures are effectively discharged.
4. Planned and Cyclical Maintenance
To be responsible for updating relevant software packages to produce planned and cyclical maintenance programmes.
To update the relevant software package to ensure The Co-operative’s compliance the with the Scottish Housing Quality Standard by.
To ensure specifications for all planned maintenance work are constructed to achieve value for money and high standards of performance from contractors, consultants and clerk of works.
To co-ordinate, the annual tendering for all of The Co-operative’s planned maintenance contracts and ensure relevant tender documentation.
To implement the agreed programmes and monitor contractor performance.
To ensure that all planned maintenance objectives are achieved in a satisfactory
manner and within the prescribed timescales.
To prepare, monitor and control all planned and cyclical maintenance budgets.
5. Management of Staff
To supervise, co-ordinate and support The Property Section Staff Team.
To ensure the effective development and training of Property staff in line with
individual and organisational objectives, including the induction of new staff and in
relation to job changes.
To implement The Co-operative’s Health and Safety Policy in relation to Property Section Staff
Carry out an annual appraisal meetings with Property Section Staff.
6. Tenants’ Alterations
To ensure requests for tenant alterations and improvements are carried out in
Accordance with The Co-operatives policy and timescales.
7. Rechargeable repairs
To ensure the effective implementation, monitoring and reporting of The Co- operative’s Rechargeable repairs Policy and procedures
8. Policy
To formulate and undertake periodic reviews of all relevant policies and procedures in repairs and maintenance.
To ensure that the maintenance standards set by The Co-operative are achieve and ensure that the terms of the Repairs Policy are adhered to.
Contribute to the overall operation of The Co-operative as a member of the Senior Staff Team
9. Insurance
To ensure that all requirements in relation to The Co-operative’s repairs and maintenance insurances are effectively discharged.
To ensure that contractors and consultants satisfy legal insurance requirements.
To ensure adequate insurance records and documentation are kept by.
To liaise with The Assistant Director ( Corporate Services) over insurance claims submitted and paid.
10. Empty House Work
To ensure that empty houses are inspected and repaired timeously to meet re-let
targets and minimise rent loss in conjunction with The Assistant Director( Tenancy Services).
To liaise with Housing Management staff to ensure a co-ordinated approach to re-
letting empty houses.
To participate in the weekly void management meetings.
11. Equality and Diversity
To implement the Equality and Diversity Action Plan in relation to repairs and
maintenance.
To make sure equality and diversity issues are addressed in policy and procedure
development and implementation.
To help improving service delivery to tenants with specific needs to the CEO.
12. General
To provide technical advice and assistance to other Sections within The Co-operative.
To ensure, in conjunction with other members of the staff team, that The Co-operative’s work and objectives are communicated and promoted in the local community and views are sought and taken into account where appropriate.
To prepare regular written reports for submission to The Co-operative’s Property sub-committee.
To attend as required The Co-operative’s Committee and Public meetings.
To undertake any necessary training courses to carry out the duties of the post
Efficiently and effectively.
To provide maintenance training to other staff members.
To carry out any other duties commensurate with the grading of the post at the request
of The Director.
13. Development Activity
To undertake development activity as and when required.
14. Hours
This post is full-time and the post holder is required to work 35 hours per week.
Some work out with normal office hours will be required for which time off in lieu will be awarded.
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15. Conditions of Service
The post holder is employed in accordance with the Employers in Voluntary Housing's Conditions of Service which may be reviewed from time to time.
16. Salary
The salary is in accordance with the current scales for a Grade SM 9 post.
The initial placing on the scale will be decided by the Committee of Management.