JOB DESCRIPTION. To further identify, plan and manage any approved major refurbishment programme on any development owned or managed by Hanover.

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1 Hanover (Scotland) Housing Association Ltd JOB DESCRIPTION Position: Planned Maintenance Manager Department: Asset Management Reports to: Head of Asset Management Band: D Date: March 2018 Purpose of Job Manage a team of Maintenance Officers to effectively plan, prioritise and ensure delivery of the Planned Maintenance Programme on all properties owned or managed by Hanover, excluding mechanical and electrical services. To ensure the Maintenance Officer team support the delivery of the Reactive Maintenance Service in coordination with the Repairs and Voids Manager and Repairs Supervisor. To further identify, plan and manage any approved major refurbishment programme on any development owned or managed by Hanover. To deliver a first class Asset Management and customer service in relation to the support and delivery of all works referred to above, to over 5,000 properties over a substantial geographical part of mainland Scotland. Main Duties and Responsibilities 1. Policies and Procedures 1.1 To ensure that policies and procedures for planned, cyclical and major refurbishment maintenance work are properly implemented, reviewed and updated. 1.2 To ensure full and effective application of the Association s policies and procedures on all aspects of procurement, the award of contracts, budgeting and expenditure. 2. Planning, Budgeting and Award of Work 2.1 Become familiar with all stock owned or managed by Hanover and understand its current condition, in order to establish and maintain a planned maintenance programme for all cyclical and planned works, in consultation with colleagues within and out with the department. 2.2 To propose annual and long term budgets for all works to the Head of Asset Management. To set out a monthly plan of work for all approved contracts over the year. To implement, monitor and report exceptions once approved.

2 2 2.3 To ensure that all procurement complies fully with current Scottish Government regulations and guidance. 2.4 To manage the procurement of annual Planned Maintenance programmes and diligently review tender returns, challenging where required to deliver best value for the customer. 2.4 To seek any suitable grant funding or loans to support proposed capital works 2.5 To advise on the selection of contractors able to meet the criteria listed in the Association's Maintenance Policy. To negotiate contract terms, appoint contractors and resolve any contractual issues that may arise. 2.6 Work with Finance to ensure service charges cover items reasonably foreseen as needing future replacement and have sufficient provisions available. 2.7 To ensure that residents and owners are consulted properly on proposed works, their costs and the availability of choices they may have (fittings/fixtures). 2.8 To ensure that programmes, works specifications, tender invitations and any contracts prepared, take full account of Construction Design and Management (CDM) Regulations 2015 and any other statutory compliance provisions. 2.9 To ensure that all building control and planning approvals are acquired and recorded for proposed works and that account is taken of Management Agreements as applicable To ensure that all contracts and other works are awarded properly, fairly and equitably in line with Association policy and procedures, ensuring entries are made in the Contracts Register To retain records of all planning and budgetary provisions, of up to 5M per annum (subject to approval) and contracts To recommend the appointment of consultants for specialist work To present major project proposals to CO s and the Board on request. 3. Management of Works 3.1 To ensure that all planned maintenance projects are procured and managed within the timelines outlined within the department Target Operating Model. 3.2 To ensure that all planned maintenance projects are both physically and financially complete within budget by the end of October each year. 3.3 To ensure that all planned maintenance tenders are issued; returned; assessed and form part of the next year s budget before the end of February each year. 3.4 To ensure that all tender return costs are received and included within the annual budget in advance of Board signoff in March of each year.

3 3 3.5 To ensure that all contractors and other service providers are fully briefed on and apply requirements applicable to workplace health and safety. 3.6 To diligently review Project Sheets with each Maintenance officer on a monthly basis making sure that they are accurate and reflect the current status of each individual project in terms of cost and programme. 3.7 To ensure that customers are properly consulted in advance and notified of all work schedules and contract provisions. Arbitrate with residents or owner occupiers where required 3.8 To maintain thorough arrangements for and records of contract management quality control and reporting of works and any remedial actions, delegating this to reporting Maintenance Officers and other Association staff as applicable. 3.9 To maintain thorough arrangements for all expenditure authorisation monitoring and control, including prompt reporting of expenditure and variances To produce, update, review and report key performance indicators for the service. To ensure line management of staff at work and report to an annual plan To make recommendations on proposed work to improve component life cycle, produce efficiencies or savings. To recommend solutions to technical problems and implement solutions. To monitor, review and improve the Association s specifications and design briefs. To consider project budgets based on the budget for each financial year To ensure that a valid record is maintained of all Association s stock and all works carried out To assist, alongside the team of Maintenance Officers, with the effective delivery of the Reactive Maintenance service in coordination with the Repairs and Voids Manager and Repairs Supervisor. This will include assistance in diagnosing complex reactive maintenance issues, attending site when required. The post holder will also be required to assist the Repairs and Voids Manager in regularly assessing and monitoring the workmanship of reactive maintenance contractors To ensure, in coordination with staff in Customer Services, that regular six monthly joint development visits are undertaken between Maintenance Officers and Housing Officers to assess any maintenance works which might be required. 4. Management Responsibilities 4.1 Manage all team members Sickness Absence Management per HR guidance. Resolve internal disputes and disciplinary matters. 4.2 To complete and maintain a skills gap analysis of all new and existing Maintenance Officers 4.3 Manage all direct report work plans, staff meetings, Etarmis records as required. 4.4 To take in a lead in departmental management meetings, chairing Maintenance

4 Offices Meetings on rotation between the departmental managers Develop the team to meet future needs, by educating them in Asset Management principles and Project Management tools to deliver best results. 4.6 Work with the Asset management team to develop and embrace consistent standards across the board, to establish the Hanover model form of delivery. 4.7 Respond to stage 1 complains and provide the background information to stage 2 complaints within regulatory timelines as required. 4.8 To ensure that maximum use is made of the Association s corporate and other databases to retain, process and report all necessary data. 4.9 To prepare management reports and make recommendations to the Head of Asset Management Represent Asset Management at various regular team meetings, such as H&S, CS/AM, Info Systems Group and various others on request Evaluate and decide on applications made under the Right to Compensation 4.12 To ensure that all mobility scooter applications are assessed by MO s where required. 5. Other Responsibilities 5.1 Participate in the emergency Out of Hours rota. 5.2 To undertake other duties as delegated by the Head of Asset Management and the Director of Asset Management. 5.3 To line manage a team of Maintenance Officers. Working Relationships The list below provides an outline of relationships: Internal Maintenance Officers report directly to the post. To work collegiately across all Asset Management Teams and staff in other departments as necessary to meet the needs of the service. Work closely with Procurement team, when the team is in position External Tenants and owners and their representative bodies, to consult on and inform about proposed works, work performance and completions Planning authorities and building control, land register and other organisations with statutory rights regarding any works, where necessary.

5 5 Architects, Surveyors, Clerks of Work, Health & Safety Executive, Fire and any other enforcing authority. Job Context and other Relevant Information The Post Holder: must discharge their relevant duties and responsibilities under the Health & Safety Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 (as amended) and all relevant Codes of Safe Working Practice and policies. The Health and Safety at Work Act stipulates that it is the responsibility of every employee to observe all rules governing health and safety and such safety equipment as provided must be used. must have due regard to the Association s current management arrangements for Data Quality. All employees have a responsibility to ensure that the data they collect, manage and report, including data from third parties is accurate, valid, reliable, relevant, complete and produced in a timely fashion to aid sound decision making and that appropriate procedures, systems and processes are in place to provide quality data. must work in accordance with the Association s policies, procedures, information, instructions, and/ or training received. This profile is indicative of the nature and level of responsibility associated with the post. It is not exhaustive and the post holder may be required to undertake such other duties as may be required to meet the needs and responsibility of the service and the Association. Signed. Line Manager (if applicable)

6 Signed.. Post Holder 6

7 7 Person Specification Job Title: Planned Maintenance Manager As part of the Disability Symbol accreditation, the Association has made the commitment to interview all applicants with a disability who meet minimum essential criteria for the post. Criteria / Desirable 1. Skills/Abilities/Knowledge This section specifies the skills, abilities and knowledge the post holder must have to perform satisfactorily. Skills and knowledge to plan and manage all stages of maintenance and repair programmes, achieve and account for high standard of delivered. Knowledge of terms and conditions to instruct consultants on and level of performance expected Knowledge of contractual choices to reflect type of work to be contracted Competent in project costing, budgetary and expenditure control Skilled in managing contractors from day works to major planned, cyclical, refurbishment and specialist works. Fully skilled in project planning, control, review and reporting. Ability to problem solve and innovate to find solutions Fully conversant with planning, building control and other statutory requirements. Ability to manage staff to meet programme targets and Key Performance Indicators Ability to multi task a varied and demanding workload Clear and effective communicator at all levels including the ability to explain technical information to laypersons in consultation. Technical knowledge sufficient to plan and oversee multi-works high value contracts and associated CDM requirements relating to same. Fully conversant and able to ensure compliance with workplace health and safety requirements. Sound understanding of information management and reporting requirements in an environment maximizing use of information technology. Excellent computer skills, including experience using Microsoft Windows, Office, word-processing & . Ability to negotiate with contractors and suppliers Ability to produce a full technical brief for consultants Sound knowledge of specifications and the procurement of same Ability to think creatively to develop innovative solutions to cost and programme. Knowledge of M&E projects and delivery. Desirable

8 8 2. Experience This section specifies the level and quality of experience required. 5 years experience in an equivalent position. 3 years staff management experience Back ground in Building Fabric Programme and Project Delivery Working Knowledge and experience of Mechanical & Electrical Projects Desirable Desirable 3. Education/Qualifications Degrees or diplomas obtained abroad are acceptable if they are of equivalent standard to UK qualifications. Full membership of a professional body in construction, facilities management or maintenance discipline. Educated to degree level HND level qualification in construction related discipline 4. Other This section specifies other factors which may be necessary. Asbestos certificate P405 A current and preferably clean driving license. Evidence of Continuing Professional Development and training Desirable 5. Equal Opportunities This Association is working actively to promote equality of opportunity both in its employment practices and in the delivery of its services. It is essential that the postholder is willing to work in accordance with existing policies and codes of practice