CLANMIL HOUSING

JOB DESCRIPTION

OVERALL JOB FUNCTION

Key Task / Performance Standards
1. / To robustly manage the response maintenance contracts / To be familiar with/adhere to the Clanmil Asset Management Strategy/ISO procedures and the Housing Association Guide on the delivery of response maintenance.
To be familiar with all response maintenance contracts and establish a Contracts Register identifying commencement and end dates, key performance indicators per contract, key clauses including payment terms.
Key Task / Performance Standards
To oversee the implementation of the joint procurement of Measured Term Response Maintenance Contracts in accordance with NI Public Procurement Policy and the Pubic Contract Regulations 2006
To implement/administer the requirements of the Response Maintenance Measured Term Contracts.
To undertake a review of all issued works orders(both MTC and non MTC) per week and clarify their status and update UH accordingly.
To appraise the performance of each Contractor monthly taking appropriate action, in line with the conditions of the contract, to ensure delivery of a customer excellence service and feedback to Construction Line as required.
To process Contractor claims promptly in accordance with the Associations Financial Regulations, the conditions of the contract, including a 10% on site check to ensure both rates being applied and quantities being claimed for are correct.
To process contractor invoices promptly following approval of Contractor claims in line with the Associations Financial Regulations.
To update UH accordingly once invoices have been paid.
To Prepare a robust monthly accrual based on works orders completed but not yet invoiced , ensuring that value of works orders included in the accrual is accurate.
To pick up repair trends and feed these back to the Response Maintenance Asset Manager for investigation and also to the Development Team for consideration against the Clanmil Design Brief.
Key Task / Performance Standards
To actively review and redraft our ISO procedures to reflect best practice and statutory compliance and the Housing Association Guide.
To review the monthly management accounts to monitor spend on Response Maintenance against the annual budgets identifying variances and action plans required to ensure spend remains within budget.
To contribute fully to the annual budgeting exercise for all maintenance categories of spend and ensuring these are robust and submitted within target.
To maintain an accurate Pre Inspection Register.
To review post inspections in context of conditions of the contract taking appropriate action as required .
To review the Response MO’s 10% monthly sampling in context of conditions of the contract taking appropriate action as required.
To submit insurance claims promptly for response maintenance, addressing queries that may arise promptly to ensure prompt recovery of monies due.
To participate in the Abacus project group in relation to the response maintenance measured term contracts, collating the required information on KPIs and benchmarking this across other Members and identifying /implementing required action to ensure full discharge of contract conditions.
Key Task / Performance Standards
To collate and analyse statistics, on basis of whole house approach to include:
Number of works orders per property and value of same vis vis cost per property per annum
Number of “get it right first time” works orders
Number of replacements vis a vis repairs and feeding this to the Asset Management Team and updating the Life Cycle Model accordingly
/ To assess the performance of consultants/contractors in accordance with our procedures and provide feedback to construction line as required.
/ To ensure the property database on UH is updated and accurate at all times.
/ To assist in the updating of the Life Cycle Costings Model as required.
/ To feed into review of Asset Management Strategy as required.
To attend site meetings as required.
To organise/supervise Clerk of Works cover as required.
Key Task / Performance Standards
2. /

To encourage Tenant participation in maintenance service.

/ To assist Development staff in writing/reviewing of Development briefs, feeding back information regarding maintenance to Development staff for new schemes.
3. /

To ensure maintenance service is environmentally responsible.

/ To ensure all specifications for maintenance work reflect Association’s environmental policy.
4. /

To contribute to the administration of the Property Services Department.

/ To carry out research as directed by the Response Maintenance Asset Manager and the Director of Property and Asset Management .
To attend meetings as directed and to prepare reports, organise presentations and take minutes as appropriate.
/ To produce monthly reports on expenditure against budgets for the management accounts explaining variances in budget.
To be fully familiar with the requirements of the Housing Association Guide, CDM Regulations and other relevant legislation.
To ensure filing is kept up to date at all times.
/ To keep effective key document files and to ensure all records are maintained in accordance with our quality system and data protecting requirements.

To ensure typing is completed on time and is accurate and neatly presented and in corporate style.

Key Task / Performance Standards
/ To ensure all records are maintained in accordance with quality system requirements, data protection legislation and that confidentiality of records is maintained at all times.
/ To ensure responses to information requests is provided by the requested target date and where no target date is given, within 3 working days.
To ensure the smooth running of the Property Services Department providing cover and assistance to other staff where appropriate.
To be familiar with and implement the Association’s Achieving Excellence plan.
5. /

To adhere to and administer all internal standards within the Association.

/

To ensure phone answered within 3 rings and to pick up other phones that are ringing.

To ensure letters are responded to within 3 working days.
To ensure enquiries at reception are dealt with promptly.
/ To register and respond to complaints in accordance with the Association’s policy.
To ensure name badge is worn when in contact with customers and that you communicate your name in all dealings with the public.
Key Task / Performance Standards
6. /

To adhere to the policies and procedures of the Association with attention to the Section 75 Equality Scheme duties.

/

To ensure adherence to the Association’s Financial Regulations.

To adhere to the Association’s Fair Employment and Equal Opportunities Policy, and commit to the principles and aims of the Equality Scheme S75 duties with regard to religious faith, political opinion, racial groups, men and women generally, marital status, age, persons with a disability, persons with dependants and sexual orientation.

/

To adhere to the Association’s IT System Network, E-mail and Internet Usage Policy.

To adhere to the Association’s quality systems following procedures laid down in manuals and other guidance as appropriate.
/ To ensure adherence to the requirements of the Data Protection Act.
To follow the Association’s Code of Conduct in the performance of all duties.
To ensure confidentiality of information.
To adhere to the Association’s Health and Safety policy and procedures to assist in ensuring a safe working environment is maintained.
Key Task / Performance Standards
7. /

To operate all office equipment efficiently.

/

To ensure efficient use of resources with minimum wastage when using computer, photocopier, fax etc.

To ensure confidential waste is shredded as per instructions.
To seek assistance from appropriate members of staff in the event of problems arising with computer or other equipment.
8. / To assist in the general office duties. / To welcome visitors, assist in arrangements for meetings, training etc including hospitality.
9. / To take on additional specific areas of work as required by the Asset Manager and the Director of Property and Asset Management or by a Senior Manager. / To ensure work is carried out in accordance with instructions and on time.

BUDGETARY CONTROL

ESSENTIAL CONTACTS

Signed by Postholder: ______Date: ______

Signed by Manager: ______Date: ______


PERSON SPECIFICATION

Job Title: Maintenance Contracts Officer

FACTOR

/ ESSENTIAL REQUIREMENTS / DESIRABLE REQUIREMENTS

EXPERIENCE/

QUALIFICATIONS

/ Three year’s experience (within the last 7 years) within a construction/maintenance environment AND a third level qualification or equivalent in Quantity Surveying
A strong working knowledge and practical experience of managing Measured Term Contracts. / Professional Qualification – RICS, MCIOB etc
A working knowledge of the Public Procurement processes
A working knowledge of the NEC 3 suite of contracts
A working knowledge of price per property contracts would be desirable.

SKILLS

/ Possess good written and verbal communication skills.
Ability to organise and prioritise workload.
Ability to use initiative and work with limited supervision.
Target focused
A good working knowledge of Microsoft Office packages including Word, Excel and Outlook, demonstrated by way of examples on the application form
Be able to demonstrate a commitment to providing a customer focused service.
Be able to demonstrate a methodical approach and attention to detail.
Ability to work as part of a team.
Ability to assess feasibility and risk.
Good negotiation skills.

OTHER

/ The ability to travel to meet the job requirements.
Be available for occasional evening/weekend work if required.