Contracts Manager - Planned Works

Local Space Ltd London United Kingdom Operations: Housing & Asset Management

Company Description

Are you committed to improving quality-of-life for customers? We at Local Space are, and we know that one of the best ways we can achieve that is to provide people with a home they can be proud of. That’s why we’ve tripled the size of our component replacement and planned works programmes and are making a major investment in the development of our repairs and online services over the next 5 years.

If you’re a champion of the customer experience, are comfortable driving the development of asset management technology and have experience of managing programmed works we want to meet you.

We are Local Space, a 2,500 home registered provider of social housing operating in East London & Essex. We are a G1 V1 rated RP. We are Investors In People accredited and are the only housing association to hold the sector’s highest credit rating, AA-.

Originally formed by the London Borough of Newham as an innovative and independent vehicle for the acquisition and refurbishment of temporary accommodation. We work in 8 London boroughs and across a variety of districts in Essex. We continue to acquire and refurbish properties and added 300 homes to our stock in 2019/20. We also offer intermediate rented homes for local keyworkers.

Position

Reporting to:   Property Services Manager

Location: Stratford, London

Salary: £41,975

Permanent, full time, 35hrs per week.

The Role

The Contracts Manager for Planned Works is responsible for the planning, allocation, management and ultimately the delivery of planned works programmes (for example, kitchen replacement and doors & windows replacement programmes). The role is also responsible for maintaining accurate asset data and monitoring/reporting performance. As one of two Contract Managers for Planned Works in the Asset Management team, the role supports the team to deliver the £3m per annum planned works programmes, including component replacement and environmental programmes.

Our planned works priorities for the coming years are:

- Reconfiguring deliver of our planned works programmes to prioritise the customers experience

- Reconfiguring our work programmes to accommodate works delayed by social distancing restrictions in April, May & June 2020.

- Delivering our enhanced component replacement programme on time and on budget

- Improving our performance monitoring and reporting tools

- Maintaining our Keystone Asset Management data set (we hold stock condition survey data for 87% of our stock and we therefore rely very little on cloned or extrapolated stock condition data).

- Improving our works processing arrangements to facilitate timely accruals-based management accounting

You

We’re looking for someone who can demonstrate:

- A passion for improving our customers’ quality of life

- A track record of delivering programmed works on time, on budget and with high levels of customer satisfaction

- Experience of improving contract management processes and monitoring tools

- Experience of working with Keystone Asset Management (or similar database).

Job Purpose

- Responsibility for a budget of up to £1m, meeting all deadlines as agreed at the start of the financial year start

- In depth knowledge of contractual conditions providing appropriate controls to deliver services efficiently and to meet Key Performance Indicators

- Assist in providing, monitoring and addressing management & performance information, service delivery and contract compliance perspective to drive improvements in service delivery.

Key Tasks

1. Manage planned maintenance programmes identified by the Asset Manager, ensuring quality installations, delivering a good customer experience and achieving value for money at every opportunity.

2. Monitor completions and satisfaction levels for works delivered

3. Chair monthly contract meetings, monitoring progress and H&S issues

4. To prepare works specifications, issue appropriate orders, within Local Space financial constraints: to supervise, inspect for any other technical works originated from the Local Space stock.

5. To assist in the production of contract documents for invitations to tender, examine tenders and recommend contractor for works

6. To provide technical and specialist support to the Operations Department and the organisation in relation to property maintenance and acquisitions.

7. To carry out pre and post inspections

8. To effectively manage adhoc refurbishment projects, identified by the Asset Manager, liaising with contractors and ensuring adherence to CDM requirements.

9. To maintain the associations asset management / repairs and maintenance database. Civica CX and Keystone Asset

10. To represent the Company and establish good working relationships with client local authorities, other local authorities and RSLs, the Housing Corporation

Requirements

Educational Achievements, Qualifications, Training

- Essential - ONC Building Studies and/or be able to demonstrate significant previous surveying experience

- Desirable - HNC Building Studies, Asbestos Awareness

Experience and Knowledge

- Identify and report on H&S issues on site during inspections and take appropriate action to minimise risk.

- Evidence of continuing professional development.

- Demonstrable experience of establishing and maintaining records systems and property information systems.

- Experience of identifying faults in buildings and preparing specifications.

- Demonstratable experience and understanding of property maintenance and technical issues and have an awareness of the likely issues that could impinge upon the viability of a property, or peaceful enjoyment of a property by an occupant.

- Understanding of Decent Homes/HHSRS standard.

- Ability to analyse and understand data and information quickly.

Job Related Aptitude and Skills

- Ability to communicate technical and policy matters to staff, tenants and external agencies.

- Demonstrates high level of personal integrity, confidentiality, trust and sensitivity.

- Excellent written and spoken communications skills including influencing and negotiation skills.

- Ability to see through projects and tasks from inception to conclusion.

- Ability to work autonomously and flexibly.

- Ability to create and maintain good work relationships.

- Full current driving licence and access to own vehicle.

- Well organized, thorough and conscientious.

- Good judgement about priorities, use of knowledge and discretion.

- Committed to delivering a good customer experience.

- Ability to manage competing demands on time.

- An understanding of, and commitment to, equal opportunities.

Additional Requirements

- Any understanding of health and safety in the workplace

- Any understanding of data protection confidentiality

Equalities and Diversity

In line with the organisation’s Equalities Act 2010 Local Space Staff must to ensure that no users of its services, its employees or job applicants are unfairly discriminated against because of their identifies the following protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race religion or belief, sex, sexual orientation or criminal record nor disadvantaged by any conditions or requirements that cannot be shown to be justified. Local Space is committed to ensuring and promoting the rights of all people to equality of opportunity and all staff are required to abide by these principles.

Budgetary responsibilities

- Monitoring of Planned maintenance budget

Customer care (Internal and external)

- Local Space directly managed tenants

- LBN tenants under current management arrangement

- External Contractors

- Local Space departments

Stakeholders/partners

- Local Space directly managed tenants

- LBN tenants under current management arrangement

- External Contractors

- Local Space departments

- Local Authority partners

- Contractors

Health and Safety

It is the duty of all employees to ensure that a safe working environment and safe working practices are maintained at all times.  It is also the responsibility of management to do so.

Data Protection

The post holder’s personal data will be processed in a fair and lawful way, in accordance the Data Protection Act 2018 and with the Privacy Notice.

Local Space attaches the greatest importance to data protection for its tenants, staff, and contractors. Employees must act in accordance with Local Space’s Data Protection Policy, and in particular in accordance with the employee obligations set out in that policy.

Other information

Employment conditions and benefits

This is for information only and does not form part of any contractual obligation.

  • Local Space operates a 35-hour week.
  • New staff are subject to a probationary period, after probation a generous sick pay above statutory sick pay is provided.
  • The full holiday year starts on 1st January and ends on 31st December each year. Staff get 27 days annual leave. Note all staff are required to ensure that two days are reserved for Local Space Christmas close down, Local Space gifts the third day.
  • Staff get an additional annual leave day on the anniversary of their second year at Local Space, bringing their annual entitlement to 28 days. Staff get an additional two days annual leave on the anniversary of their fifth year at Local Space, bringing their annual entitlement to 30 days.
  • Staff who have passed their probation are eligible to apply for annual qualification support.
  • Local Space support training both corporately and departmentally.
  • Local Space is legally required to auto enrol staff on the pension scheme, new staff will need to confirm in writing on an annual basis if they do not wish to be part of the pension scheme.  Local Space operates the 1/80ths TPT Retirement Solutions of the Social Housing Pension Scheme (SHPS). Local Space contributes 7.7% and the employee contributes 4.9%, any changes to contribution will be notified in writing.
  • Staff who are not enrolled on to the pension scheme, on commencement of employment will be included on the Company’s Group Life Assurance Scheme under which the Death in Service Benefit is two times annual salary. The Scheme is non-contributory.
  • Local Space offer the gold healthcare cash plan run by BHSF employee benefits. The benefit is tax deductible and staff need to opt into the scheme. There is a wide range of benefits available from cash back for prescription glasses and dental appointments to reduced rates for gym membership.
  • For staff who do not join BHSF, Local Space will pay for eye sight tests and a contribution for prescription glasses in the first year.
  • All posts are subject to a 6 month probationary period
  • This post is subject to an Enhanced Criminal Record Check
  • This post is not exempt from the Rehabilitation of Offenders Act (1974), therefore applicants must be prepared to disclose all criminal convictions and cautions, including those that would otherwise be spent under the Act.

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Local Space wants to meet its commitment not to discriminate under the Equality Act 2010 to improve its recruitment. The organisation needs your help and co-operation to enable it to do this, but filling in this form is voluntary. The information you provide will stay confidential.
ETHNIC ORIGIN IS NOT ABOUT NATIONALITY, PLACE OF BIRTH OR CITIZENSHIP. IT IS ABOUT THE GROUP TO WHICH YOU PERCEIVE YOU BELONG.
THE EQUALITY ACT 2010 DEFINES A DISABLED PERSON AS A PERSON WHO HAS A PHYSICAL OR MENTAL IMPAIRMENT, AND THE IMPAIRMENT HAS A SUBSTANTIAL AND LONG-TERM ADVERSE EFFECT ON THE PERSON’S ABILITY TO CARRY OUT NORMAL DAY-TO-DAY ACTIVITIES.

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By submitting this application you consent to the Local Space using and keeping information about you provided by you – or third parties such as referees – relating to your application or future employment. This information will be used solely in the recruitment process and will be retained for six months from the date on which you are informed whether you have been invited to interview, or six months from the date of interview. Such information may include details relating to ethnic minority and disability: these will be used solely for internal monitoring and will not be disclosed to any third party.  Thank you for submitting your application.

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