Registered as a Scottish Charity - No. SC Job Description. Grade 8, Salary commences 25,339 per annum
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1 Registered as a Scottish Charity - No. SC Job Description Job Title: Department/Section: Location: Salary: Reports To: Asset Safety Officer Assets and Investment Selkirk Grade 8, Salary commences 25,339 per annum Compliance Coordinator Date: September 2016 Overall Purpose To assist the Compliance Coordinator to ensure the safe and effective delivery of gas servicing and repairs, gas installations, and compliance with Electrical Testing, on behalf of SBHA. The role also involves the management of risk and performance for Gas Safety and compliance in relation to Electrical Testing, Legionella, Asbestos and Fire and adherence to current legislation. Responsible to the Compliance Co-ordinator for the efficient and effective management including safe service delivery and supervision of staff ensuring they have a clear focus on quality; customer focus and are motivated to achieve challenging objectives and continuous improvement. To ensure that SBHA stock is maintained in good condition, money spent effectively in accordance with the Association s agreed budget priorities and aligned to the annual Investment Plans. To assist the Compliance Co-ordinator in ensuring compliance with all statutory and other relevant legislative requirements. Principal Accountabilities 1. To provide professional services and advice relating to gas and electrical services for the housing stock acting as an internal advisor to all staff including the Director of Assets & Property Services and Heads of Service to ensure compliance with all statutory and other legislative requirements relating to all heating, gas, electrical testing and renewable energy installations. 2. To advise on standards of materials and equipment for new gas, electrical and renewable installations and to provide technical specifications of materials and equipment for new gas, electrical and renewable installation service and repairs. That all materials are compliant with statutory and other legislative requirements. 3. To assist the Co-ordinators to ensure compliance with all statutory and other relevant legislative requirements while ensuring at all times SBHA staff and activities are undertaken in accordance with Health and Safety legislation. 4. Contribute to ensure compliance with CDM for all works and that risk assessments and method statements are in place that provides robust safe systems of work. All planned and
2 responsive work programme are undertaken in accordance with SBHA procedure for the management of Asbestos, Legionella, Electrical testing and Gas safety at all time and any and all risks are reported to your line manager. 5. Work in conjunction with the Compliance Coordinator to ensure that SBHA meet all our Gas Safe statutory obligations as well as those for electrical and renewable services. To provide Health and Safety reporting ensuring compliance (internal and external) for Gas, Electric and Contracts administration. 6. To advise on capital and revenue programmes including gas, electrical and renewable installations. Contribute to the preparation of schedules as appropriate. Manage the programmes relating to gas, electrical and renewable installations and work with the Compliance Co-ordinator to ensure that the installation of related capital investment complies with health & safety requirements. 7. Investigate failures and prepare technical reports to support gas, electrical and renewable installations as well as to specify remedial action. 8. To oversee the Asset Safety Administrator in updating the Gas and Electrical database and management of gas and electrical certificates. 9. Work with Compliance Co-ordinator to manage internal audit to ensure that all staff are trained and works are carried out are to Gas Safe and H&S legislation including completion and distribution of appropriate documentation to ensure operational risk is minimised. 10. Be responsible for training and quality control of SBHA s Gas Engineers. To work in partnership with external gas contractors and participate in toolbox talks and quality management with their staff. 11. Support Neighbourhood Management including Health & Safety in each team to devolve understanding and empower local ownership and lead continual improvement initiatives. 12. To take appropriate and timely action on receipt of issues or concerns including escalation to management as necessary. Leadership 1. Always perform to the highest possible standards and behave as an ambassador for the Association 2. Connect with SBHA values and objectives contributing to these within the role 3. Be open to change and new ways of working which improve services to tenants and Service Users and/or increase Value for Money. Information Systems 1. Manage internal and external communication, filing and contacts appropriately using the Association s systems including SAM, Document Management and Customer Relationship Management Systems 2. As part of the Assets and Investment Team, establish, maintain and operate a detailed housing stock condition database which will drive the Association s investment priorities and programmes.
3 3. As part of the Assets and Investment Team, provide financial and performance information and update records to support the requirements of other departments within the Association. 4. Collate and provide accurate data which is compliant with Data Protection legislation 5. Maximise the use of Microsoft Office and ICT to provide routine reports information to assist with more complex report writing for senior management 6. Maintain relevant records of work activities as appropriate within Northgate and Codeman. Team Working 1. Be an effective team member ensuring the delivery of a professional service 2. Develop effective working relationships with all internal and external customers 3. Work with colleagues to achieve functions/ sections objectives 4. To facilitate and ensure good communication, liaison, co-operation and support in respect of the Association s Tenants and other customers, to ensure their welfare and interests are protected. Performance 1. To undertake appropriate monitoring, supervision, financial and quality control, to ensure that all operatives, agents, consultants, contractors, etc working on the Association s technical programmes perform to the standards set by the Association its Tenants, and the Scottish Housing Regulator; and to provide regular reports to management on these matters. 2. Facilitate and promote the achievement of good performance within defined frameworks 3. Meet personal and team targets as stipulated by senior management 4. Contribute to effective communication processes within and without the function/section 5. Ensure that the work specified is carried out in to fufill SBHA s Key Performance Indicators. 6. To provide reports from IT system as requested on progress and performance on request. Customer Service 1. Provide professional advice and support to all SBHAs customers and deal with queries, both written, telephone and face to face 2. To ensure delivery of agreed customer service standards, to monitor achievement, and to help identify and implement improvements where required. This will include dealing with customer issues and complaints. 3. To contribute to the promotion of the Association in the community and to all external stakeholders 4. Maintain awareness of Tenant Participation as a commitment by SBHA to its tenants
4 Connecting with our Communities 1. Maintain strong links with the Communities we serve 2. Work in partnership with colleagues within the local Community Team and encourage Tenant involvement and feedback as an integral part of the service. This may include the need to attend evening meetings. 3. Develop and maintain strong links with the communities SBHA serves and develop an understanding of the differing community needs and respond accordingly. General 1. To promote safe behaviours and take responsibility for ensuring that the Association s policies and procedures for Health & Safety at Work are observed throughout the organisation. 2. To observe and continually promote equal opportunities and customer care in compliance with Association policy. 3. To model and promote behaviours consistent with SBHAs Staff Charter and Staff Code of Conduct 4. To commit to personal continuous professional development to maintain relevant up to date skills for the professional duties of the role holder. 5. To carry out any other duties appropriate to this post, as necessary or as requested. Contacts Internal: Co-ordinators, Heads of Service, Executive Team, Leadership Team and all staff. Tradesmen and SBHA Asset and Investment Staff. External: Tenants and other customers, Scottish Borders Tenant Organisation, Housing Associations, Local Authorities, other Related Professional Bodies, Suppliers and Sub- Contractors Working Environment You will be required on occasions to work outwith and in excess of normal working hours. For SBHA grades 1 4, no additional payment will be made in this regard. For SBHA grades 3 and 4, compensation will be made in the form of time off in lieu. You will be required to travel within Scottish Borders area and occasionally outwith.
5 Essential Desirable Application Interview Test Presentation PERSON SPECIFICATION Job Title: Home Investment Officer (Asset Safety) Department/Section: Home Investment Co-ordinator Date: September 2016 Value Assessed at Requirement 1. Education & Qualifications SVQ in Gas Safety Level 2 or 3 Membership of the Association of Electrical Engineers (or equivalent) or willingness to qualify within 3 years HND/C or equivalent in Gas, Electric or Renewable Energy (or equivalent discipline) or able to demonstrate equivalent through experience and willing to complete qualification within 3 years Gas Safe Registered for Domestic & Commercial Appliances Evidence of Continuing Professional Development 2. Experience Five years experience in a Construction or Property Environment preferably in social housing Experience of contract supervision, monitoring, and quality control for Gas Installations. Proven ability in managing performance of servicing and installation contractors and suppliers in either Gas, Electrical and/or Renewable Energy. Planning and control of expenditure in line with Budgets. 3. Knowledge Awareness of relevant legislation applicable to residential dwellings in Scotland (Gas Safety, Asbestos, Electrical Safety, Legionella) Knowledge and understanding of gas appliances and their servicing and installation within residential properties.
6 Knowledge and understanding of capital investment programmes. Practical knowledge of relevant housing, construction, health and safety and gas safety legislation Knowledge and understanding of Housing Management software such as Northgate and Asset Management software such as SAM 4. Skills and Abilities Computer literate (Word, Excel, Outlook) with a commitment to maximising the use of technology for SBHA Gas and Electrical Register Ability to understand and analyse CAD plans, specifications, technical schedules and contracts. Excellent verbal and written communication skills with the ability to compile reports, correspondence etc. Ability to understand and compile financial information. Able to contribute the successful performance of the Team, managing and prioritise workload to achieve targets. Ability to liaise with and manage various internal and external Contractors and Consultants. 5. Other Requirements Able to demonstrate commitment to customer service, best value and continuous improvement Awareness of health and safety including lone working Flexible approach with willingness and ability to work outside normal office hours as required Deals responsibly with confidential and sensitive information Possession of a full driving license and access to own transport
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