Job Description. Relationships. (Contracts & Compliance) Service Area: Asset Management. Special Conditions: Essential Car User Allowance

Transcription

1 Job Description Directorate: Operations Service Area: Asset Management Job Title: Contract Manager (Contracts & Compliance) Grade: POc/d Special Conditions: Essential Car User Allowance DBS Disclosure: Not applicable Job Family: MPT1 Issue Date: July 2017 Relationships 1. Responsible to: Head of Construction 2. Supervisory Responsibility: Allocated staff in the Asset Management Division 3. Important internal relationships: Other Managers within the Property Services Directorate, Managers and staff within Wolverhampton City Council, Director of Housing (Operations), Area Services & Area based Maintenance Staff, Board, Committee and Forum Members, Portfolio Holders, Elected Members, Service Managers and staff throughout Wolverhampton Homes and the Council 4. Important external relationships: Tenants & Residents Associations, Tenant Management Organisations, Federation of Tenants & Residents Associations, Contractors & Maintenance Partners, Trade Unions, External Audit, National Construction and Maintenance agencies

2 Primary Functions 1. To manage a section of Contracts & Compliance property Supervisors and other designated staff within the Wolverhampton Homes Property Services Directorate. Responsible for managing the delivery of multi-disciplined construction projects under the Strategic Construction Partnership (SCP) including other specific programmes of work in accordance with the agreed annual Asset Management Plan. 2. To be responsible for providing information from major projects and schemes of work undertaken by the Property Services Directorate, to update stock condition data across the Housing Stock. 3. To be responsible for tenant and leaseholder consultation on all matters relating to Contracts & Compliance Section and SCP programmes within the specified contract area. 4. To be responsible for ensuring that programmed work is delivered to the required cost, quality and performance standards and that all community and economic benefits are achieved. Assisting and contributing to design solutions. 5. To monitor the performance of the team, principal contractors and the supply chain in delivering the work within the contract area and take any necessary corrective action to address inadequate performance. 6. To assist in the development and implementation of IT systems required to support Property Services Directorate activities. To assist in the development and maintenance of standard specifications for all building maintenance & improvement related activity. 7. To be a member of the Management Team for the Strategic Construction Partnership and contribute to the development and implementation of service plans including other Contracts & Compliance activities. 8. In conjunction with other managers within the division, deputise for the Head of Construction. Main Activities 1. Section Management and Service Planning 1. To ensure, through appropriate staff, the effective day to day management of all projects and schemes of work within a specified contract area. 2. As a member of the Management Team for the Contracts & Compliance team, represent the Division in all Wolverhampton Homes related improvement and maintenance matters.

3 3. To assist the Head of Construction in preparing a Business Plan for the Asset Management Division. 4. To provide advice to the Management Team on all projects and schemes of, work in terms of programmes and specifications, making recommendations for improvement as appropriate. 5. Provide advice and information to assist in the development of a Procurement Strategy for capital and revenue programme. 6. To work effectively with Board members, tenant & leaseholder representatives, and implement the objectives of Wolverhampton Homes. 7. To prepare and submit to the Head of Construction an annual Team Plan for the section and undertake systematic evaluation and monitoring of the section s performance against the objectives set out therein. 8. To promote best practice maintenance policies and procedures throughout Wolverhampton Homes, promoting performance management at all levels within the organisation. 9. To ensure that the work of the section is undertaken having regard to principles of Quality & Performance Management. 2. Operational Service 1. To organise the section so as to maximise the efficiency and effectiveness of the services delivered to Wolverhampton Home s requirements. 2. To continually review and improve work procedures and management arrangements within the section. Through direct or delegated responsibility ensure that Wolverhampton Homes policies and procedures are implemented and consistently applied. So that all work is monitored, completed within prescribed timescales and improvements are identified to meet relevant KPI s. 3. To take account of the impact of any legislative change insofar as it impacts on the Strategic Construction Partnership or wider contracts and compliance section and develop improvements in systems and working practices to meet the challenges of national policy initiatives. 4. To promote efficient working relationships with all senior officers within Wolverhampton Homes, The Council, Property Services Directorate, Property Services Division and the Commercial team. 5. To develop Management Information systems to reinforce budgetary control and provide accurate and reliable forward planning and monitoring of major property maintenance programmes. To improve internal communication with

4 staff concerning planned and responsive maintenance, through Team Meetings, articles in Staff Briefing & Newsletters, occasional bulletins etc. 6. To hold and chair regular, periodic performance review meetings with internal stakeholders, partners and contractors, these are to be recorded. 7. To prepare, attend and present reports to Committees, The Board and other meetings such as Tenants and Resident Association s representing the Property Services Division. Such meetings may fall outside normal working hours. 8. To conduct frequent Health and Safety audits and ensure that risk assessments are carried out for all activities relating to the service and the Health and Safety Plan. 9. In conjunction with the Human Resources and Learning & Development Section maintain comprehensive training records and competencies for all staff within the section including the organisation and co-ordination of such training programmes. 10. To maintain a comprehensive accurate system of records and certificates to comply with statutory and service wide reporting requirements on performance and other related work issues. 11. To manage technical property inspections / surveys /audits and prepare specifications, repair schedules and associated costs for Property Services purposes and procurement and tender document needs. 12. To take account of the impact of any legislative change insofar as it impacts on duties of the Property Services Division and assist in the development of improvements in systems and working practices to meet the challenges of national policy initiatives. 13. To identify and evaluate new operational or construction methods or new or alternative materials that will improve service efficiency, product life cycle or value for money. 14. To contribute to and recommend policy changes and where necessary assist in the implementation of service improvements. 15. To deputise for the Head of Construction as required on all divisional related matters. 16. To contribute to Tenant and Leaseholder consultation on all matters relating to the prescribed works, ensuring high levels of customer satisfaction whilst managing the corporate complaints and compliments procedure.

5 17. To provide advice and guidance to contractors staff on site in accordance with current policies, guidance notes and standard documents 3. Contracts 1. To participate in the development of alternative and innovative forms of contracting, especially partnering with external suppliers. 2. To ensure that Wolverhampton Homes contracts demonstrate value for money in terms of quality and price and are tendered and/ or exposed to competition in accordance with Wolverhampton Homes constitution and financial regulations. 3. To assist in the preparation and evaluation of innovative contract documentation/ partnering agreements so that it effectively meets the service standards, aims and objectives set by Wolverhampton Homes to achieve continuous service improvement and challenges service provision. 4. To procure services, internally or externally in accordance with delegations appropriate to the post so as to ensure full compliance of the constitution and financial regulations, resulting in a quality and value for money service. 5. To identify and assist the Head of Construction in preparing specifications and procuring resources appropriate to improve the efficiency and effectiveness of the service. Ensuring that the appropriate contracts are in place for the security of on and off site operations. 6. To contribute and assist the Head of Construction in the development and review of Wolverhampton Homes Procurement Strategy and Asset Management Strategy and other key organisational documents. 4. Financial Management 1. To assist the Head of Construction in preparing both divisional revenue and/or capital annual financial account statements and budget projections. To manage and provide financial information for any delegated budgets relating to the Strategic Construction Partnership or other areas of contracts and compliance throughout the year, taking appropriate action to maximise income and control expenditure. 2. To assist in formulating annual capital and revenue budgets related to the Strategic Construction Partnership and other programmes of work. 3. To assess the financial implications of future maintenance programmes and examine alternative options to achieve the required outcomes from available resources. Including evaluation of new materials and products linked to lifecycle costing. 4. To identify any shortfall in resources needed to achieve the annual objectives set for the Strategic Construction Partnership and other programmes of work.

6 5. To comply with and provide recommendations on Wolverhampton Homes Constitution including Financial Procedure Rules, Statutory Regulations and Approved Codes of Practice with regard to the placing of orders and the award of contracts. 6. To authorise, and where appropriate certify invoices for goods and services in accordance with the scheme of financial delegation and agreed financial limits. To monitor and control income and expenditure for designated work undertaken within the section. 7. To ensure that inventories are maintained and updated relevant to the section and accounts managed in accordance with Wolverhampton Homes financial procedure rules. 8. To represent the section at senior performance, financial and operational meetings (Housing Capital/ Revenue Meetings.) 9. To manage on a day to day basis all allocated operational and financial activities/ duties relating to the respective section, ensuring that financial parameters are set and maintained within legal and statutory requirements. 5. Staff Management 1. To participate in and be responsible for the appointment, appraisal, training, development and discipline of all delegated officers within the section. To be responsible for the development of all staff within the section. 2. To support and motivate staff during periods of change 3. To directly supervise staff within the section, setting clear aims and objectives and monitoring performance through individual work plans. 4. To participate in, undertake and record regular 1:2:1 s, Staff Appraisals, Team Briefing and Training plans as required. 5. To be familiar with and comply with Wolverhampton Homes Personnel Policies and Procedures. 6. To participate in the exit and leaver process as required. 7. To manage attendance, flexi-system and sickness monitoring for the section. 8. To actively pursue own professional and personal development taking full advantage of training opportunities. 6. Other duties 1. Ensure equality of opportunity both in service provision and employment, in accordance with the needs of the diverse communities within the City. 2. To ensure full compliance with Wolverhampton Homes Health and Safety Policies and encourage best practice at all levels of management and staffing

7 To be actively involved in personal risk assessments and Health and Safety Management. 3. To ensure comply with - Data Protection Act, Computer Security, Human Rights, Management of Attendance & Customer Care Policies and Procedures etc. 4. To ensure compliance with all relevant legislation and policies. For example: the Data Protection Act, Wolverhampton Homes Health & Safety Policies, Management of Attendance and Customer Care Policies and Procedures etc. 5. Any other duties deemed appropriate to the purpose and remuneration of the job subject to any reasonable adjustments under the Equality Act. 6. To undertake any appropriate training, health & safety related duties such as First Aider, Fire Marshall, Duty Holder, Risk Assessments Health & Safety Representative etc. 7. General The duties of the post may change and develop from time to time in the light of new legislation, Wolverhampton Homes or Council policies, organisational developments and social trends. Such developments will be monitored in conjunction with the Chief Executive and Director of People and will be reflected as necessary in the aims and objectives of the post. Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description.

8 Personnel Specification Job Title Contract Manager (Contracts & Compliance) Grade POc/d Job Purpose: To manage a section of Property Supervisors and other designated staff within the Asset Management Division of Wolverhampton Homes Property Services Directorate. Responsible for managing the delivery of multi-disciplined construction projects within the Contracts & Compliance section including other specific programmes of work in accordance with the agreed annual Asset Management Plan. To be responsible for providing information from major projects and schemes of work undertaken by the Property Services Directorate, to update stock condition data across the Housing Stock. To be responsible for tenant and leaseholder consultation on all matters relating to SCP programmes within the specified contract area. FACTORS ESSENTIAL DESIRABLE HOW IDENTIFIED Education Standard HNC Building Construction. Numerate & Literate to A Level standard Qualification to Degree Level Management Qualifications Application Certificates Membership of professional body/institute (e.g.rics / IMBM/ CIOB), preferably achieved by examination Nebash Qualifications (fire )( general) Training Evidence of successfully completing job related training, Evidence of CPD Application Form

9 Management development Certificates Experience Be able to demonstrate operating at a senior level in the Building Maintenance industry in a managerial or technical role Be able to demonstrate experience, of setting work programmes, monitoring performance and managing programmed work Experience of working in large refurbishment projects Detailed knowledge of obligations in various forms of contractual relationship relevant to the construction industry Experience of monitoring and controlling substantial project budgets ( 5M +) Application Assessment Experience of working with external contracting and supply organisations Experience of setting up new forms of private/public contractual relationships Special Knowledge / Skills Ability to influence and manage partners to achieve objectives while maintaining good working relations Good working knowledge of project and financial management control systems Assessment PC literate ability to use Spreadsheets, Word-processing and other software Ability to balance competing priorities including competing Knowledge or experience of Project Management Methodologies and ability to use Project Planning Software tools.

10 customer and professional needs Ability to marshal information and data from disparate sources into meaningful management information Technical appreciation of responsive and planned maintenance programming Awareness of current developments in Supply Chain Management (Partnering etc) Ability to analyse financial and operational situations in order to forward plan, or devise solutions to problems Personal Qualities Flexible approach to problem solving in a corporate context Ability to develop Performance Management techniques to report on service performance meaningfully. Strong interpersonal skills and ability to deal with difficult situations. Open communicative style Assessment Ability to communicate effectively with Elected Members, residents and with stakeholder groups throughout the District Interests & Motivation Relevant to the Job Motivation to undertake further training to develop the role Interest in Housing and Property management through membership of external bodies e.g. Board of Voluntary Organisations responsible for Housing

11 Membership of Committees of relevant professional organisations CIH, RICS, CIOB etc Commitment To Customer Care To Equality in Service Provision To Continual Improvement in terms of own performance and in service delivery generally Assessment Disqualifying Factors Indication of attitudes/behaviours inconsistent with Wolverhampton Homes Policies and Procedures, e.g. sexist, racist, antidisability or any other attitudes/behaviours. Application Form Tests