JOB ROLE THE CEO, MANAGING DIRECTOR OCTAVIA LIVING. MAINTENANCE TEAM, FINANCE SERVICES MANAGER and HOUSING SERVICES MANAGER

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1 JOB ROL ROL: DPARTMNT: LOCATION: RPORTING TO: SUPRVISING: OPRATIONS MANAGR DUCAN HOUSING ASSOCIATION Du Cane Road, London W12 TH CO, MANAGING DIRCTOR OCTAVIA LIVING MAINTNANC TAM, FINANC SRVICS MANAGR and HOUSING SRVICS MANAGR Context Ducane Housing Association, formed in 1974, and merged with Octavia Housing Group in March We currently provide 237 homes for postgraduate students and key workers in Hammersmith, west London. Most of our students are studying at Imperial College, which has a campus nearby, and many are from overseas. Unusually we also provide 3 bed accommodation for families of students working for a postgraduate degree in medicine and related subjects. In recent years we have also built new homes for key workers living in the London Borough of Hammersmith and Fulham and we let these at intermediate rents. Following the merger the Group have committed to building 250 new homes for Ducane over the next few years. Role Purpose This post has been created to take over the day to day operational running of the Association, deputising for the CO as appropriate. The post holder will be directly accountable for all operational services and will have responsibility for the Maintenance, Finance and Housing Management teams. Together with the FSM and HSM, the post holder and CO will be part of the Ducane Leadership Group. 1

2 Key Competencies The Association will be introducing a Skills and Behaviours Competency Framework and employees are expected to be able to demonstrate that they are; Responsive Respectful and Reliable Key Responsibilities to be undertaken in association with the Key Competencies 1. Working with the CO Reporting to the CO to ensure the effective and efficient running of the organisation Be responsible for the day to day delivery of Ducane services To meet business plan targets, and KPI s, ensuring we achieve and maintain Value for Money, To liaise with colleagues in the wider Group To deputise for the CO where appropriate To manage all back office services, procurement and ensure contract compliance and monitoring is carried out 2. Housing Management In conjunction with the Housing Services Manager [HSM] to ensure the effective delivery of housing services to tenants and applicants and to meet or exceed KPI targets To ensure that arrears performance is satisfactory and that key performance targets are met To work with the HSM to ensure the annual tenant satisfaction survey is carried out 3. Asset Management To manage the Maintenance Team to ensure the effective and efficient delivery of the maintenance service Day to day management and maintenance of all the stock To monitor voids and repairs performance each month to ensure that key targets are met To ensure the planned maintenance and major works programs are delivered on time and on budget To ensure the Fire Risk Assessments and the Asbestos Register is kept up to date nsure gas testing is carried out on time nsure proper health and safety on site is maintained and recorded both with contractors and maintenance staff 2

3 Work effectively with the Association s development consultants to ensure post completion defects works are carried out in a timely fashion 4. Central Services To be responsible for all aspects of the efficient running of the office Manage the stationary budget, archiving and storage of key documents Manage all office and property maintenance/service contracts nsure all regulatory and other annual returns are made within time Liaison with colleagues in the wider Group on IT, HR, Finance and Asset Management Draft the annual report Be responsible with the CO for Health and Safety training and monitoring and fire alarm testing To service the Ducane board, prepare board papers and take minutes Work with the Group Company Secretary on the AGM and statutory returns 5. Finance Services In conjunction with the Finance Services Manager [FSM] to ensure that the Association s key financial targets are met To ensure that expenditure and income is within budget. 6. Quality: To be custodian of the organisations quality systems as Quality Manager and responsible for ensuring that quality systems are implemented Review, update and maintain office procedures and policies and process maps Review policies and procedures on a planned basis and recommending improvements and efficiency savings where appropriate nsure that the complaints procedures are followed and that corrective action is carried out 6. HR nsure the Associations procedures on recruitment, induction, training and equal opportunities policies are adhered to Provide support to line managers during the recruitment process Prepare job descriptions and person specifications nsure that the recruitment process provides equality of opportunity Approve and monitor leave and sickness records Arrange staff training and scheduling of appraisals and one to ones 7. IT To ensure the Association s IT hardware, software and telecom systems are well maintained and appropriate for the work undertaken and that it is protected against loss of data. 3

4 To ensure the maintenance of hardware and software is done effectively and within budget. Responsible for the disaster recovery plan and its implementation and effective data backup. That the hardware and software IT asset register is kept up to date for and that all applicable licenses are kept up to date. The key tasks listed above are only an indication of the main tasks required to be performed. It is not an exhaustive list of duties and responsibilities and may be subject to amendment to take account of changing circumstances. Any changes will be made following discussion with the role holder. The role holder will need to ensure they remain co-operative and flexible undertaking all tasks as required in line with the Association s values, policies/procedures and regulations. 4

5 PRSON SPCIFICATION POST: Operations Manager The Person Specification states the minimum knowledge, skills and experience required to carry out the job and is used for both short listing candidates for interview and to identify the areas to explore in an interview. = ssential criteria; Criteria 1 Competencies: Respectful Willing to listen and understand others and maintain credibility in your role and for Octavia Support others and gains trust, positive and enthusiastic Develops people by helping staff individually and as groups so that they may perform the best they can Responsive Creative, delivers practical solutions, and flexible to meet others needs Willing to examine own values, principles and assumptions. Learns from own experiences leads and motivates staff by establishing clear direction and standards; providing opportunities for participation; motivating staff by giving encouragement, recognition and personal support for their efforts and achievements Reliable Well organised, copes well under pressure, takes ownership, proactive and goal focused. Transparent and open, keeps others informed, takes action and is sensitive to people s needs. Manages tasks and resources by planning, organising, directing and monitoring work carried out by others; managing costs and physical resources 5

6 2 xperience: Management experience including operational responsibility for the management of a staff team of at least 4 people xperience of the provision of responsive maintenance services A strong track record of managing back office services in a housing context Substantial financial experience and ability to plan, monitor and control budgets Strong track record of delivering services on time and on budget Strong track record in working with boards xperience of working effectively within a Group structure Management of housing stock. 3 Knowledge : Good understanding of the working environment in which housing associations are operating ducated to degree level Good understanding of HR issues Good understanding of the development process D 4 Skills/Ability: IT literacy and understanding of housing /rent accounting software and data back up Leadership skills with the ability to motivate and develop staff at all levels xcellent oral and written skills Ability to influence internally and externally Ability to work flexibly and to plan work accordingly 6