Maintenance Manager - Job Description

Guernsey Housing Association
Job Title: Maintenance Manager - Job Description
1. Job Purpose
The Maintenance Manager is responsible for the management of the maintenance of all
GHA’s housing stock ensuring that the properties are maintained in a safe and reasonable
matter and that we provide a quality repair service to our tenants. The role is about
managing the team and being office based, managing maintenance staff, overseeing day
to day repairs service, planning and implementing the long term maintenance of
Guernsey Housing Association’s properties.
2. Scope
Reporting to the Chief Executive, the Maintenance Manager will oversee all housing
maintenance programmes and ensure that all work is conducted in a respectful and
responsible way, ensuring that all decisions and actions comply with relevant legislation,
policies and procedures.
The Maintenance Manager is responsible for the maintenance staff attending to the
repair and maintenance of the buildings in an effective manner. The Maintenance
Manager must ensure their staff respond to concerns and complaints of tenants in a
positive, swift and courteous manner.
3. Main Duties and Responsibilities
The job is office based for about 70% of the time, covering the following managerial
duties, with circa 30% of time out viewing the GHA property portfolio or at meetings. The
Managers duties below are about ensuring the maintenance staff deliver a lot of the items
listed.
The service Managing the Maintenance staff team effectively ensuring good performance, efficiency,
quality of work and motivation and meeting Key Performance Indicator targets.
1. Hold a (1 to 1) meeting every 8 weeks with each person reporting to you to discuss
their performance, workload, meeting our Key Performance Indicator targets,
delivering a quality service, their motivation and enjoyment, etc. Manager
currently, as at June 2014, has 6 staff reporting directly to them.
2. Ensure the staff are regularly doing maintenance/inspection visits to GHA’s
estates and properties.
3. Manage the coordination of emergency, day to day, improvements and planned
repairs to GHA’s homes.
4. Ensure that fire protection systems and equipment are maintained to meet
regulations.
5. Ensure that landscaping and grounds maintenance are maintained to a good
standard.
6. Make sure that residents’ requests for repairs, both emergency and routine are
handled efficiently.
7. Ensure monthly Key Performance Indicators are produced on repairs numbers,
response times, customer satisfaction, and monitor to ensure our standards do
not reduce, and find ways of improving our service.
8. Monitor to ensure that repairs and maintenance have been satisfactorily carried
out by the appointed Repairs Contractors and Maintenance Technicians.
9. Checking and authorising invoices for payment, after staff have authorised
payment.
10. Ensure any property insurance claims are properly dealt with.
11. Manage the out of hours repairs call out service, rota for cover, callout
responsibilities and monitor performance of contractors and staff. Highly unlikely
you will need to be on the rota as should always be enough staff.
12. Ensure staff are dealing with the Association’s contractors and consultants during
the 12 months defects period on our new housing developments, to resolve
defects in a timely way.
Forward planning and scrutiny –
13. Preparation of annual budgets for day to day maintenance, cyclical repairs,
adaptations, the planned maintenance programme and improvements
programme.
14. Monitoring costs against budgets and taking appropriate action if required.
15. To work, if required, with external Surveyors to appraise the likely life span of key
components and put a plan together for their future replacement, (ie, a cyclical
maintenance plan).
16. To manage tendering of planned maintenance contracts such as external painting.
17. To create a maintenance programme planned out over the next 30 years, with
costings.
18. To evaluate GHA’s existing expenditure on response repairs on the grounds of
value for money and performance.
19. To ensure data is logged by the team on the construction, condition, repair history
of the properties on GHA’s Aareon computer system. Ensure the Aareon IT system
is fully utilised.
20. To ensure the Maintenance staff liaise with tenants and that they inspect a sample
of repairs carried out to check the quality of the work by our contractors, and the
level of customer satisfaction.
21. To ensure the existing servicing contracts (ie, gas servicing, landscape
maintenance, fire alarms, sprinklers) that are in place are providing quality and
value for money and establish new contracts were necessary.
22. To review all contracts to ensure we receive value for money and re-tender
existing contracts every 3 years, unless there is an agreed exception.
23. To monitor overall expenditure on planned maintenance and response repairs and
make recommendations on creating efficiencies, mindful always that GHA is a long
term landlord hence the quality of work, value for money and customer
satisfaction are vital.
24. Provide maintenance feedback to improve GHA’s new build specification.
4. General
Ensure that adequate records are maintained for the general administration of the
maintenance programme.
Ensure the Association’s policies and procedures are fully implemented relating to equal
opportunities, customer care and health and safety.
Keep abreast of developments and legislation relating to maintenance and servicing and
make recommendations on practical implementation. Ensure the Association fulfils all its
legal and statutory obligations in health & safety, & maintenance of its homes. Ensure
staff attend all relevant training and keep up to date.
Provide the highest quality service incorporating best standards and practice and work to
continually improve the standards, promoting the Association to its customers and
contacts.
Co-operate with and assist other staff in the provision of office cover during busy periods,
holidays and sickness.
Maintain an active interest in current technical developments relating to building
maintenance and associated work, to achieve the highest standards of service and value
for money.
Undertake any other duties that may reasonably be required by your Manager.
Ensure Maintenance staff duties are carried out in a diligent and timely manner.
Some out of office hour’s work may be required occasionally.
Attend quarterly Board Meetings and other meetings on behalf of GHA.
Manage any GHA office move and any office maintenance.
5. Supervisory
Manage and supervise all Maintenance staff. Monitor staff workflow, performance,
holiday and sickness cover, and communication with other GHA staff, particularly the
Housing Management team. Evaluate, train and develop Maintenance staff.
6. Reporting to
Chief Executive
7. Principal Contacts
Tenants/Residents/Partial Owners
GHA staff
States Housing Dept staff
Contractors and suppliers
Architects
Quantity Surveyors/Employers Agents
Engineers
Neighbours to our estates
GHA Board Members
Person Specification
Education/Qualifications
A technical qualification (related to Construction or Maintenance) would be preferable,
but not essential
A qualification in English and Maths would be preferable, but not essential
Experience
Experience of being office based, of overseeing the maintenance of properties, or an
involvement in the property business essential
Organisational skills in managing a diverse number of projects and forward business
planning
Interpersonal skills in dealing with tenants, staff and contractors
Ability to work on own initiative and prioritise work
IT competence and confidence, in storing and assessing data on computer programmes,
including using Microsoft software
Physically able to visit sites, climb ladders, scaffolds, etc, as required
Knowledge of current building regulations, desirable
Numeracy skills and good written communication skills
Ability to drive and have own car
Able to assist in the broad range of duties that occur in a small office
A commitment to equal opportunities, and to social housing
(SW, June 2014)

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