Job Title: Property Manager
Department: Property and Commercial Business Department
Responsible to: Director of Property and Commercial Business
Salary/Grade OLT Band 1-5
This post is responsible to the Director of Property and Commercial Business and is a member of the Operational Leadership Team.
The post holder will assist in the preparation of, and will manage the service delivery of, our Reactive, Void Works, Cyclical and Planned Maintenance programmes including procurement and performance management. The post holder is also responsible for the management and development of our in-house building maintenance team.
The post includes the delivery of a high quality, tenant and customer focused, comprehensive and value for money service in accordance with the Group’s values, aims, policies and procedures. To maximise our potential to be a high performing customer focused organisation. To assist in the preparation and monitoring of the service budgets, and reporting upon as required.
To provide leadership to both, our Property Team colleagues, and the wider organisation. To ensure the effective delivery of high quality services. To represent the service at an Operational Leadership level.
Corporate Responsibilities
1. Contribute to the leadership and corporate management of the Group by ensuring clear direction and best use of resources in accordance with the Strategic Business Plan.
2. To develop the structures, systems and policies necessary to support effective service delivery and to ensure that these are properly implemented and monitored.
3. Support colleagues and actively contribute to the work of the Business Leadership and Operational Leadership Teams in relation to the strategic direction and operational management of the Group.
4. Be responsible for the reactive, cyclical and planned maintenance budgets of approximately £3million.
5. Promote a culture of high standards of service delivery and continuous improvement and ensure that internal and statutory Key Performance Indicator targets are met.
6. Contribute to the Annual Business Plan and other corporate strategy, including the research and implementation of policy initiatives and the identification of key risks.
7. Provide high level advice and strategic guidance to the Board on matters of property strategy and planning.
8. Produce and present performance reports, policy papers and other information to enable members to fulfil their responsibilities for the governance of the Group.
9. To represent the Group at internal and external events and to develop good relationships with stakeholders and other organisations.
10. Demonstrate consistent commitment to Fife Housing Group values:
· Accountable
· Firm but fair
· Open and Honest
· Versatile
Leading the Property Management Role:
Property Service
1. To manage the multi-disciplined in-house repairs and maintenance team
2. To provide effective, leadership, management and direction for all colleagues within the service ensuring compliance with the Group’s contracts procedure rules, Standing Orders, Procurement and Financial Regulations
3. To provide clear direction and leadership setting and enabling achievement of objectives which promote service excellence and develop individual and team potential, adopting a right first time ethos
4. Ensure the effective delivery of in-house reactive repairs, void works, cyclical and planned works, having overall responsibility for work practices, systems, processes, procedures, team development and quality of service
5. Ensure the effective resource management of the in house repairs team as it relates to performance, productivity, quality and cost of service
6. To ensure staff are managed in accordance of the associations’ code of conduct and within appropriate legislative and regulatory standards
7. Ensure the effective management and delivery of all arrangements for external contractors including procurement processes and consultation requirements
8. To be responsible for allocated budgets, financial monitoring, control income and expenditure, reconciling job costing information and invoicing / recharges to customers and ensure remedial action is taken where necessary to ensure budgetary targets are met and completion of associated procedures
- Ensure customer service is routinely tested and translated into sustainable improvements
10. Contribute to the development and ongoing updating of the Asset Management System and Group’s Life Cycle costing, to enable the development of plans for future major repairs and improvement to the Group’s housing stock
11. Work as directed by the Director in the procurement and project management of major repairs and improvement contracts to achieve value for money
12. Liaise with the Scottish Government in respect of the Group’s annual allocation of grant monies for disability adaptations
13. Provision of a cost effective project management, reactive and planned maintenance service to ensure that schemes are completed within financial and time targets
14. Maximise business opportunities to generate income from external clients and develop new partnerships to maximise work for the authority
15. Attendance at Board, Committee and PACT Board Meetings as required
16. Create, develop and review systems, techniques and procedures for team effectiveness including Health & Safety and Value for Money
17. Keep abreast of current practice in respect of building, development and energy efficiency issues and new initiatives
18. Work on subsidiary projects
19. Responsible for the management of all budgets for the service
Other responsibilities
1. Promote equality and diversity as an integral part of working for Fife Housing Group and lead by example. Show commitment to equality and diversity and to encouraging the involvement of all members of the community, particularly vulnerable and hard to reach groups, in shaping service delivery
2. Be a risk manager for the Group
3. To be knowledgeable in relation to the office health and safety issues relevant to the Property and Commercial Business function and to be committed to ensuring the implementation and development of the Group’s health and safety policies and procedures relating to facilities management
4. Work as part of an integrated and collaborative Property and Commercial Business function that is focused on driving business success
No job description can cover every issue that may arise within the post at various times. The job holder is expected to carry out other duties from time to time which may be required