Our Ref: JGH/MSW02

December 2017

Dear Applicant

MAINTENANCE MANAGER [PLANNED INVESTMENT]

Thank you for your interest in the post of Maintenance Manager.

We enclose a copy of

  • job description
  • person specification
  • summary of terms and conditions
  • brief details about York Housing Association
  • application form
  • guidance notes on how to complete the application form
  • equal opportunities monitoring form and reply envelope
  • pre-addressed envelope for return of your application (please note this does require large letter postage)

Please read these carefully before completing your application. When completing

your application form, please use the Guidance Notes and Person Specification. In particular you must demonstrate how you meet the person specificationfor the post. If you cannot do this in the section relating to work experience, please tell us of any voluntary work or leisure activity you have done that equips you for this post. It can be helpful to include specific examples. If you have any queries which are not answered in these particulars please contact me at this office on 01904 636061.

Please note that applications must be received in this office no later than 12 noon onTuesday, 2January 2018. Interviews will be held Friday,12January2018. If you have not heard from us by this date then you have not been successful on this occasion and may I take this opportunity to thank you for the interest you have shown.

All applications will be treated in strict confidence. References will not be taken up unless you are shortlisted. If you do not wish the Association to take up your references at this stage please make this clear on the application form.

York Housing Association’s policy is that all applicants with disabilities will automatically be offered an interview if they meet all the person specification criteria. If you believe this applies to you then please make this clear on your application form. Also if you have any requirements in order to fully participate in the interview please give details on your application form.

York Housing Association is committed to implementing equal opportunities and welcomes applications from all sections of the community. In order to help us monitor this policy we will be pleased if you will complete a brief monitoring form. Please seal this in the envelope provided for the monitoring form only and return it to us with your application form in the pre-addressed envelope provided.

Yours sincerely

Jason Hewitt

Corporate Resources Manager

enclosures

Job Description

Person Specification

Summary of Terms & Conditions

Brief Details of York Housing Association

YORK HOUSING ASSOCIATION

Job description – Maintenance Manager (Planned Investment)
Line manager: / -Head of Property and Maintenance
Direct reports: / -Compliance Officer
Purpose of role: / -To manage the Association’s property investment programme.
-To procure and manage a range of planned works, cyclical and servicing contracts (including gas, fire, legionella testing, asbestos, electrical periodic testing)
-To manage and oversee the updating of the Association’s stock condition database
-To work closely with the Maintenance Manager (Responsive Repairs) to ensure co-ordinated delivery of the repairs and investment service.
Key relationships / -External: Wide range of external contractors and consultants and Local Authority officers
-Internal:Other Maintenance staff, housing management and support staff and the finance team.
Key responsibilities
Service delivery
  1. Ensure a regular programme of stock condition surveys and updating of databases.
  2. Maintain up to date records of YHA property, recording recent works and adaptations to contribute to stock condition information, as well as ensuring accurate records on location of fire protection and other specialist equipment.
  3. Working with the Head of Property and Maintenance, prepare detailed short term and long term investment plans based on interpretation of the stock condition database and tenant aspirations and business plan objectives.
  4. Arrange for the procurement of specialist service contracts (e.g. gas safety, fire protection and servicing, legionella testing, asbestos and electrical periodic testing etc).
  5. Manage the cyclical painting and investment programmes, including preparing schedules, inviting tenders, order and supervising works and undertaking inspections.
  6. Assist the Maintenance Manager (Responsive Repairs) where required in organising and delivering to budget and timescale YHA’s responsive repairs service.

Performance management
  1. Maintain a strong performance management culture within the repairs and investment team, encouraging staff to deliver to high standards to achieve value for money and high levels of customer satisfaction.
  2. Review and maintain a list of approved contractors to meet the needs of YHA in line organisation’s policy and procedures,
  3. Effective contract administration including monitor all contractor performance and costs, negotiating to help achieve value for money. Maintain accurate records, producing reports as required.
  4. Keep up to date (for self, team and contractors) with legislation and best practice in relation to all aspects of responsive repairs and planned maintenance service delivery. Embrace information technology and innovation to improve service delivery and to foster a culture of learning.

Resource management
  1. Manage a range of budget cost centres and ensure that under or overspends are investigated and managed.
  2. Contribute to annual budget setting and monthly monitoring of maintenance expenditure to ensure that budget performance targets are met.
  3. Contribute to value for money and procurement strategies, making good use of tenant involvement, feedback and consultation at appropriate stages.
  4. Ensure damage or loss to Association property is considered for recharge or an insurance claim in line with agreed policy.

Staff and team working
  1. Take lead responsibility for the line management of designated staff ensuring that they are motivated to perform well and deliver an excellent service.
  2. Undertake regular 1:1s and team meetings to supervise staff and ensure that they are equipped to fulfil their role requirements.
  3. Contribute to the annual appraisal process by identifying training needs and encouraging development and on-going improvement.
  4. Align individual and team targets to the overall operational plan, re-prioritising where necessary to respond to changing demands.
  5. Encourage effective inter-departmental working to ensure a seamless and quality service for residents and to achieve the Association’s objectives, liaising as necessary with housing and development/property staff in particular.
  6. Attend meetings as required contributing to YHA initiatives.

Compliance
  1. Proactively demonstrate commitment to the Association’s mission and values, helping communicate this message to staff and contractors.
  2. Ensure compliance with all Association policies and practices. Ensure contractor compliance with relevant Association policy. Take a proactive approach to ensure compliance with equality & diversity, health & safety and risk management requirements.
  3. Attend occasional meetings outside of usual working hours; particularly to provide support should an emergency arise.
  4. Represent the Association externally, acting as an ambassador and maintaining the organisation’s professional reputation.
  5. Undertake any other duties commensurate with this post, including providing cover as required for Maintenance Manager (Responsive Repairs).
  6. Compliance with Data Protection Policy.

These are your main areas of responsibility but the Association reserves the right to require you to perform such other duties as we may reasonably require from time to time.

Person specification – Maintenance Manager (Planned Investment)
Knowledge and experience
  1. Experience of delivering a responsive repairs and planned maintenance service across multiple sites.
  2. Experience of line managing staff and managing a range of third party contractors.
  3. Experience of delivering services against performance targets
  4. Knowledge of procuring repairs services and capital works. Experience of contracting under OJEU will be an advantage.
  5. Understanding of how to provide a quality and responsive investment and repairs service that is also cost effective.
  6. Good understanding of health and safety and fire safety legislation in relation to residential property management and maintenance.
  7. Experience of complaint handling and resolution.
  8. Understanding of wider strategic context for social housing providers, including regulation will be an advantage.

Skills and abilities
  1. Good communication, project management techniques and influencing skills.
  2. Able to deal with changing priorities.
  3. Able to collect, assimilate, summarise, keep accurate records and produce well written reports and option appraisals.
  4. Strong performance and contracts management skills, able to challenge contractors and ensure compliance with contracts and targets.
  5. Able to understand the importance of resident engagement in the delivery of responsive repairs and planned maintenance programmes.
  6. Skilled at encouraging collaborative work between staff and external contractors.
  7. IT literate, comfortable with using MS Office including email and maintaining accurate records on database and property management systems.

Personal attributes
  1. Confident in approach, with a strong ability to problem solve.
  2. Resilient and able to deal with competing priorities.
  3. Open to learning and development for self, staff, and contractors.
  4. Has empathy with the needs of residents.
  5. Has a positive and supportive management style that can bring out the best others.
  6. Commitment to equality and diversity

SUMMARY OF TERMS & CONDITIONS OF EMPLOYMENT

1POST:Maintenance Manager [P.I]

2EMPLOYER:York Housing Association Ltd

2 Alpha Court, Monks Cross Drive, Huntington, York Y032 9WN

3RESPONSIBLE TO:Head of Property Maintenance

4PLACE OF WORK:York

5HOURS:37 hours

6HOLIDAYS:Annual paid holiday will be 27 days plus 8 bank holidays (pro rata). Service days will be awarded after a qualifying period.

7SALARY:Starting salary £37,042.00 to £38,917.00

YHA Pay Scale Point30 of 30-32

Salary payable directly into bank or building society account on the 28th of each month.

8PENSION:The Association is a member of the Social Housing Pension Scheme.

9STAFF BENEFITS:Employee Assistance Programme

Healthcare Scheme

Additional Leave Purchase Scheme

Company Sick Pay Scheme

Enhanced Maternity Pay

Other benefits as defined in the Staff Manual

10COMMENCEMENT DATE:As soon as possible

11PROBATIONARY PERIOD:6 months

12VEHICLE USEREssential car user.

BRIEF DETAILS ABOUT YORK HOUSING ASSOCIATION

York Housing Association is a locally based organisation which was founded in 1964. It provides a range of housing and support services in the Yorkshire and Humber region, with a current development programme of over £10m. Special emphasis is given to providing housing for single people (including students), people who need housing with support and older people. YHA works closely with a number of voluntary and statutory bodies to develop new housing schemes and to provide housing with care and support e.g. for people with mental health problems, young homeless people, people with learning disabilities etc.

The Association’s objective is the provision and long term management of good quality homes in York and the surrounding areas, which are affordable to people on low incomes. Accommodation is for households in serious housing need who are least able to gain access to satisfactory housing in other ways.

YHA is a Housing Association with charitable status, registered in England under the Co-operative and Community Benefit Societies Act 2014. Registration number 16826R.