Job Descript ion 1. Job Identification Senior Technical Officer Job Tit le: Asset Management Department: Jobholder: Location: Aberdeen Permanent/ Fixed-Term Permanent Weekly Hours: 35 Hours Prepared by: LHA Date: April 2015 2. Organisational Position Immediate Line: Supervisor(s) Function: Immediate Subordina te s (specify job titles and number of posts) Asset Manager Asset Management Technical Officer (Asset Management) x 1 Asset Management Assistants (Asset Management) x1 Asset Surveyor x 1 3. Overall Purpose of Job (state briefly why the job exists) To be responsible for the provision of an efficient and effective Compliance and Planned Maintenance Service and to work closely with the Asset Manager to develop the team, and provide support and contribute to the delivery of the Asset Management Strategy. 4. Principal Responsibilities (refer to extent of travel if required) 1. Collaboration to develop and foster relationships across the Association in pursuit of continuous improvement of the service and to the benefit of the Association. 2. Compliance and Accountability to understand all policies and procedures relating to the post, and to have responsibility to monitor tasks, targets and performance standards. To know current good practice and legislation, and to ensure that this knowledge is passed on to team members. 3. Partnership Working to develop and maintain formal relationships with partner organisations in order to achieve the Association s aims and business objectives. 4. Performance Monitoring to understand and evaluate team performance in relation to the standards required. To implement operational changes in order to improve team performance. 5. Proactive Team Leading to represent the team in relation to organisational issues. To regularly carry out supervision sessions and appraisals with all team members. 6. Record Keeping to monitor the IT system and databases to ensure the team are operating within agreed procedures and maintaining accurate records. 7. Reporting compiling, monitoring and responding to the contents of reports in order to evaluate and improve performance. Provide operational reports on a weekly basis to the Asset Manager. 8. Training and Development to identify the training requirements within the team and to be available to provide/ attend appropriate training as required. Also to assist and oversee training new members of the team.
9. Working Environment to monitor the working environment with regard to the health and safety of team members. To deliver the service and represent the organisation across a range of working environments and locations. 10. To carry out all duties of this post in accordance with the relevant Association policies and procedures including Equal Opportunities Policy, Data Protection and Health & Safety Policy. 5. Job Activities (provide examples of main activities completed to achieve outputs detailed in section 4 above) Managing Employees Allocating work duties, supervising team to carry out designated tasks and providing guidance and support to team on a daily basis. Monitoring performance through random monthly sampling of accounts and managing performance of team members through one-to-one meetings and appraisals. Short-listing candidates, undertaking interviews and making candidate selection recommendations in conjunction with Asset Manager as and when required. Providing and / or organising training for both new and existing employees as and when required. Financial Resources Authority to raise or approve works or repairs orders up to 10,000 and to authorise invoices up to 2,000.Preparing and issuing tenders for contracts and associated works. Checking and authorising quotes and tenders from contractors. Making and checking insurance claims. Contributing to the preparation of the annual Planned Maintenance and Major Repair Budget. Preparing, updating and evaluating components life cycle costs. Applying for government grants for works where appropriate. Information Resources Accessing QL for information on tenants and properties to produce reports and employee workflows. Use of QL Planned Maintenance Module for budget preparation. Accessing a variety of web based sources in order to keep up to date on current policies, procedures and practices. Regular use of Microsoft Office, including Excel, Word and Outlook. Accessing housing, property service and health and safety files. Use of Invu Document Management System Physical Resources Completing home/ scheme visits to assess pre and post contract works if appropriate. Daily use of the telephone system, computer and general office equipment. Using tools and aids, manual, mechanical or electronic to complete tasks as appropriate.
6. Relationships with Others (specify principal contacts, both internal and external, excluding supervisor(s) and subordinate(s) and explain the purpose of this interaction). Internal: Internal Departments: To organise joint visits/ share information/coordinate activities in respect of tenants/properties. To share information, offer expertise where appropriate and work collaboratively. Team Leaders: Liaison with other Team Leaders to ensure an effective and customer focused approach to the delivery of the Asset Management Strategy. External: Tenants/ Customers: To provide information, guidance and support. Support Agencies: To share information and work collaboratively to support tenants. Contractors & Consultants: To co-ordinate and instruct in relation to Service Contracts and professional services Statutory Authorities: To provide information when requested and work collaboratively Other Housing Providers: To provide information when requested and to work collaboratively. 7. Level of Decision-Making/ Supervision required (Detail decisions the jobholder is authorised to take and specify any relevant dimensions e.g. monetary values). Authorise or instruct against budget up to 10,000 Authorise invoices up to 2,000 Refer authorisations beyond authority limit to the Asset Manager or Director of Asset Management. 8. Organisation/ Planning (specify activities and or plans the jobholder is required organise or formulate) Plan and organise the annual work load in respect of delivery of Asset Management Strategy. To ensure Langstane HA meets their obligations in respect of properties complying with all current legislation, including Asbestos & Legionella management, Electrical and Fire Safety and servicing of lifts and other specialist equipment To ensure compliance with all policies, procedures and relevant legislation (including SHQS & EESSH) in respect of delivery of the planned and cyclical maintenance programme. To monitor the team s performance against targets and make plans for improving performance where required. To obtain quotations for identified works in accordance with Langstane Procurement Policy. To liaise with Finance in respect of Insurance Claims and organise repair works to be carried out. Plan and organise all work associated with insurance works, stage 3 adaptations and cyclical works. Prepare and issue health and safety plans for contracts. Planning and organising use of team resources to undertake work duties. Carrying out regular one to one supervision sessions. Provide information to populate the Association s Annual Return on the Charter to the Scottish Housing Regulator. To produce reports as required by the Asset Manager or Director of Asset Management. This Job Description is intended to provide a general statement of the major tasks and activities of the job. It is not an exhaustive list of all its detailed duties. As a term of your employment you will undertake such other duties as may reasonably be required of you and that are broadly consistent with the job.
Job Description Agreement Jobholder: Line Manager: Date: Date:
PERSON SPECIFICATION CRITERIA ESSENTIAL DESIRABLE Qualification/ Training Experience Skills/ Knowledge Personal Qualities Construction related qualification or relevant industry experience. Full UK driving licence Experience of working in Customer focused environment Working within the Construction Industry or Facilities Management Awareness of compliance and legislation relating to social housing. Knowledge of construction health & safety legislation Knowledge of public procurement guidelines. Intermediate knowledge of Office based packages Good organisational skills with the ability to prioritise own workload and delegate effectively to others Excellent interpersonal skills and the ability to communicate to people at all levels both orally and in writing Adaptability and positive attitude Willingness to learn and develop Understanding and appreciation of customer care Team player Ability to work under pressure Ability to deal effectively with conflict and challenging behaviour Educated to degree level Experience of working in Social Housing Experience of managing people. Knowledge of Housing Association Regulation and associated legislation Knowledge of data protection legislation Knowledge of energy efficiency legislation affecting the social housing sector and understanding of fuel poverty