JOB DESCRIPTION

ROLE: Building SERVICES SUPPORT OFFICER

DEPARTMENT: ASSET MANAGEMENT

LOCATION: EMILY HOUSE

REPORTING TO: BUILDING SERVICES & ENERGY MANAGER

The context of this job

Octavia Housing provides affordable homes in the heart of London. We develop, manage and maintain properties and provide a range of specialist support services to meet the diverse needs of our tenants. Our aim is to provide a service which is professional, personal, effective and caring.

The Building Services and Energy team within the Asset Management Department is responsible for the maintenance and repair of all Mechanical and Electrical equipment in communal areas of the stock, using this information to inform business planning and the development of teams planned programmes of repair and improvement. A further essential strand of the team’s work is the maintenance of accurate records of gas servicing and electrical condition reports as well as routine responses to complaints and enquiries, ensuring that timely actions are taken in accordance within agreed procedures. The introduction of energy management within the new and existing housing stock and in some cases commercial properties is key to Central Governments carbon reduction programme and Octavia are proactively pursuing green credentials to meet this challenge.

The purpose of this post

To be responsible to the Building Services and Energy Manager for the provision of high quality, cost effective, technical and administrative support.

What is the focus?

·  Improving Octavia Housing’s performance in gas and electrical compliance

·  Working closely with team colleagues to enable excellent customer service

·  Specific job related focus/target

Key tasks

Building Services

  1. Provide technical advice and administrative support service to the Asset Management Department on gas safety and servicing requirements, electric testing, energy performance and other.
  1. Responsible for coordinating the Domestic boiler replacement programme.
  1. Responsible for coordinating the day to day repairs contract and ensuring all KPI’s are met.
  1. Day to day responsibility for the Electrical testing and inspection programme including advising the Building Services and Energy Manager on budgets for the annual programme in excess of £100k per annum.
  1. Establishing programmes for gas maintenance and inspection, and ensuring all plant equipment is properly maintained and tested to meet the statutory regulations and best practice.
  1. Establishing programmes for electrical condition reports and inspection, and ensuring all fixed wiring is properly maintained and tested to meet the statutory regulations and best practice
  1. Assist the Building Services and Energy Manager to target M&E plant replacement and assist the programming manager with the 5 yr plan.
  1. Identify and claim Grant funding where necessary.
  1. Assist the Building Services and Energy Manager in preparing technical briefs for major works and other schemes which impact on Energy and M&E strategy
  1. Act as Asset Management lead on legal proceedings, specific to gas regulations and occasionally disrepair matters related to building services.
  1. Court attendance when necessary, but initially to offer advice to the housing teams regarding injunctions regarding gas regulations and represent Octavia on disrepair disputes.
  1. Assist the Compliance officer on Health and safety matters.

Contract Monitoring

  1. Responsible for monitoring the gas service and repairs contract. Ensuring key performance information is provided to staff, managers and contractors. Where necessary engage with contractors to ensure KPI’s are met.
  1. Act proactively and address challenges head on with new ideas or improved service techniques.
  1. Ensure all M&E contractors appointment arrangements are monitored, to ensure the works are completed within the repair response timetable ( KPI’s), and that tenant satisfaction is established and monitored. To arrange and monitor the inspection of work done by the electrical and heating contractor.
  1. Responsible for organising and chairing regular contractor meetings to review performance.
  1. Occasional evening and weekend meetings with contractors at resident events

General

  1. Take part in the weekly duty rota for asset management team
  1. Help the Building Services and Energy Manager in dealing with coding of orders, and repairs work.
  1. Deal with tenant enquiries in a sympathetic and responsive manner.
  1. Compile complaint data and make this available to the BSEM

Generic

How will the post holder know if they are performing?

A number of performance targets will be planned and agreed each year with the line manager and these will be monitored at regular meetings. Regular feedback will be provided by the line manager and opportunity provided to discuss any problems, personal and team matters and personal development issues.

Generic requirements

The post holder will be expected to comply with the Association’s and the department’s policies and procedures at all times. These include, but are not limited to equal opportunities, confidentiality, data protection and health and safety.

Tenant/client involvement is an essential part of all roles within the association and all are expected to support the policies and procedures relating to the involvement of tenants/clients and to contribute to the association’s action plan.

In order to do their job the post holder will be trained and coached in the procedures and policies of the Association. They will be expected to familiarise themselves with the association’s procedures and policies and to seek advice and guidance from the line manager if required.

The key tasks listed above are only an indication of the main tasks required to be performed. It is not an exhaustive list of duties and responsibilities and may be subject to amendment to take account of changing circumstances. Any changes will be made following discussion with the post holder. The post holder will remain co-operative and flexible in line with the needs of the post and the Association

OCTAVIA HOUSING

PERSON SPECIFICATION

POST: BUILDING SERVICES SUPPORT OFFICER

The Person Specification states the minimum knowledge, skills and experience required to carry out the job and is used for both shortlisting candidates for interview and to identify the areas to explore in an interview.

E = Essential criteria; D = Desirable criteria

Essential Criteria
1 / Competencies:
Respectful
·  Willing to listen and understand others and maintain credibility in your role and for Octavia
·  Support others and gains trust, positive and enthusiastic
·  Develops people by helping staff individually and as groups so that they may perform the best they can
Responsive
·  Creative, delivers practical solutions, and flexible to meet others needs
·  Willing to examine own values, principles and assumptions. Learns from own experiences
·  leads and motivates staff by establishing clear direction and standards; providing opportunities for participation; motivating staff by giving encouragement, recognition and personal support for their efforts and achievements
Reliable
·  Well organised, copes well under pressure, takes ownership, pro-active and goal focused.
·  Transparent and open, keeps others informed, takes action and is sensitive to people’s needs.
·  Manages tasks and resources by planning, organising, directing and monitoring work carried out by others; managing costs and physical resources / E
E
E
E
E
E
E
E
E
2 / Experience & Qualifications:
·  Experience of dealing with customers by telephone and/or face to face
·  Experience within Housing or Construction
·  Experience of Energy Funding procedures
·  Knowledge of procedures to follow when arranging Repairs to be carried out on tenant’s homes
·  Legal procedures specific to NOSP, Injunctions and disrepair
·  Experience dealing with gas safety related enquiries reference Gas Safety (Installation and Use) Regulations 1998 from a landlord’s perspective.
·  Experience of dealing with electrical safety related enquiries reference the Landlords and Tenants Act (1985) from a landlord’s perspective.
·  Awareness of the HHSRS rating system / E
E
E
D
E
E
D
3 / Knowledge:
·  Good level of understanding of common Housing Repairs
·  Working knowledge of Building regulations
·  Integrator – Asset management Software / E
D
D
4 / Skills:
·  Communication skills to deal with customers who may be irate, upset or vulnerable.
·  Ability to be firm with contractors or customers when necessary
·  Understanding the balance between the needs of the tenant and those of the Association.
·  Ability to handle own workload.
·  Ability to work under pressure and cope with stress.
·  Basic Literacy & Numeracy skills
·  Ability to work as a member of a Team
·  Computer Skills (Knowledge of Word and Excel is necessary)
·  Ability to learn QL Repairs System / E
E
E
E
E
E
E
E
E
5 / Other:
·  Organised & methodical / E

5