Repairs and Contracts Officer (Garages) LBS-008

Repairs and Contracts Officer (Garages)
Grade
Hay 8
Business Unit
Homeownership Services
Directorate
Exchequer Services
Department
Finance and Governance
Reporting to
Senior Repairs and Contracts Officer (Garages)

Purpose of the job

To carry out regular garage inspections to identify any necessary repairs and any infringements of the non-residential tenancy agreements. Including joint visits with the Lettings Officers.

To initiate relevant enforcement action in cases of such infringements working with the lettings officers.

To maintain details of the stock condition of all garages and organizing repairs and/or major works as necessary. To include other rental streams by way of a licence, e.g. barrow stores.
To inspect, specify and analyse repairs required to rectify a range of defects (including major defects), aiming to carry out cost effective repairs and repair programmes. This includes the production of detailed specifications.

Principal accountabilities

1. To contribute to the management of Home Ownership Services reporting to the Senior Repairs and Contracts Officer on all matters relating to the management of garages and other non-residential properties (including barrow stores, bike storage etc.) including the identification of disused garage areas.

2. Monitor service and maintenance contracts to ensure compliance to client requirements, as well as health & safety legislation and protocols on all sites where repairs and maintenance, refurbishments and PPM is being undertaken. Also, provide technical support in the repair & maintenance management of the garages portfolio, to address Fire Safety and health & safety issues and enhance their aesthetic appeal. Escalating any poor performance or breach of fire and/or health and safety.

3. Respond to and resolve customer problems, including carrying out inspections, preparing specification to raise orders to the contractor. Taking ownership of your patch and the overall portfolio following issues through to their conclusion.

4. To ensure that garages, barrow stores, bike storage and parking areas are fit for purpose in order to maximise income from licences. Including regular communal inspections to identify areas of disrepair, anti-social behaviour or other issues which may prohibit lettings. Ensuring in partnership with the Lettings Officer, Resident Services Officers, parking enforcement team or ASB team as appropriate that issues are dealt with appropriately and in a timely way.

5. To work with the Lettings Officers to ensure that they can actively allocate non-residential properties within the portfolio to ensure that properties are let as soon as they are ready to let following repairs or refurbishment. Taking ownership of the process to ensure agreed void, repairs and refurbishment targets are met to maximise income.

6. To assist with the letting of properties within the garage portfolio when required. To effectively communicate the offer of a non-residential unit, managing the sign up process ensuring that all relevant and accurate detail and documentation is provided and stringently verified to ensure that there is no fraudulent activity. To provide correct payment information (prioritising direct debit) to ensure and maximise income. To secure initial advanced payments to the garage account. Ensuring that the correct charge is applied to the account.

7. To respond to queries both written and verbal to a very high standard ensuring that the response is provided within target.

8. To work with the Senior Repairs and Contracts Officer to ensure that all areas within the Garages Services Team portfolio are managed, maintained and refurbished as necessary including responsibility for adhering to Fire Risk Assessments and understanding the importance and role of the fire team.

9. To develop inspection routines and enforcement procedures, providing written reports as required.

10. To ensure that garages, barrow stores and other non-residential properties are fit for purpose in order to maximise income from tenancies. To monitor and undertake any necessary repairs, including security measures and addressing fire safety and asbestos issues.

11. To assist with the development and maintenance of a comprehensive and accurate asset register and stock condition survey, identifying empty or dis-used garages, bike stores and parking areas properly identifying all necessary repairs with budget estimates and timescales.

12. To assist with the development of proper enforcement procedures to ensure that garage and other non-residential tenants are complying with the terms of the non-residential licence agreements. To be responsible for regular inspections and investigations as necessary

Note:
The duties as listed above are not set out in order of priority, and other tasks commensurate with the grade of the post may be required of the post holder.

Contacts:
1. Close liaison with officers and managers within Homeownership Services, Exchequer Services and other directorates of Finance and Governance.
2. Liaison with officers from other departments and suppliers such as Housing and Modernisation, Environmental Services, Legal, Procurement, Audit (internal and external), contractors and managing agents.
3. Liaison required with local MPs, Ward Councillors, and resident representatives regarding the provision of services.

Reporting to: Senior Repairs and Contracts Officer
Customer Focus
1. Right first time service delivery.
2. Can do attitude and demonstrable ownership and responsibility.
3. Passion, drive and commitment.
4. Service delivery which is focussed on the customer and shaped by putting yourself in the customer's shoes.
5. Strong communication skills and ability to communicate in a range of formats.
6. Strong commitment to corporate working, team working and joint working with internal and external stakeholders.
7. Flexible attitude, always prepared to go the extra mile.
Financial Responsibilities

Responsibility for the repairs, PPM, cleaning and refurbishment budget for approximately 8,000 non residential units.

Grade/Conditions of Service

Evaluated Hay 8

Contractual hours: 36 hours, Monday to Friday

The conditions of service for this post will be in accordance with the National joint Council for Local Authorities Administrative, Professional, Technical and Clerical Services, enhanced by Council conditions.

Special Conditions of Service

1. The post holder may be asked to cover other teams, or be deployed to another area to provide cover for unexpected absences, and to provide supervision, training and work experience to staff from other offices or who are on work experience.
2. In certain circumstances the post holder may be asked to work outside normal working hours to respond to emergencies or to attend meetings.

3. It is desirable for the post holder to hold a current, full driving licence., Surveying or similar qualification to HND level or equivalent relevant experience.
ES
2
Knowledge of pertinent legislation, regulations and good practice in non-residential unit management, repairs and procurement.
ESI
3
Knowledge of relevant legislation and codes of practice, Health and Safety (building regulations), Fire Safety (means of escape etc.) and other relevant issues relating to contract management.
ESI
4
Knowledge of construction and maintenance related to contracts, consultation requirements and contract dispute and resolution
ESI
EXPERIENCE

1
Experience of managing non-residential units including garages, and experience of managing parking schemes in both the public and private sectors. Experience to include void management, repairs and enforcement procedures.
ESI
2
Experience of managing budgets and financial control.
ESI
3
Experience of managing repairs contracts and supervising contractors in a repairs environment
ESI
4
Experience of fire safety and health and safety requirements and procedures and an understanding of risk management including risk assessments
ESI
5
Experience of assessing stock condition, identifying repairs diagnosing complex building defects and producing specifications for repair
ESI
6
Experience of dealing with the public, resolving queries and problems, giving advice and signposting where required,
ESI
APTITUDES AND SKILLS
1
Able to communicate effectively to a high standard, orally and in writing and able to write complex reports.
EST

2
Effective numeracy skills, able to interpret and calculate statistical information. Ability to analyse, evaluate and present management information and use it to improve performance
EST

3
Ability to prioritise work effectively, to meet deadlines and to deal with conflicting priorities. Ability to work to set standards and targets. Effective time and project management skills
ESI
4
Ability to represent the Council both internally and externally communicating effectively with a wide range of people.
EST

5
Ability to work on own initiative and be self-motivated and committed to providing a service to customers. Evidence of a strong customer focus and ability to improve garage services across the Borough
ESI
6
Ability to use a wide range of computer packages, including Microsoft Word, Excel, Outlook, Access and housing management systems
EST
SPECIAL CONDITIONS OF SERVICE:
1
Required to acquire a thorough understanding of the Council's Equal Opportunities, GDPR, Health and Safety and Tobacco Policies and demonstrate through actions a proper commitment to their application.
2
On occasions expected to work outside normal office hours and at weekends.
3
The employment is subject to a probationary period of twenty six weeks from your start date of employment with Southwark Council, during which time you will be required to demonstrate to the council's satisfaction your suitability for the position in which you are employed.

Key:
E
Essential
S
Shortlisting criteria
I
Evaluated at interview
T
Subject to test

As part of the selection process, candidates will be required to undertake assessment tests designed to demonstrate their competencies in key areas detailed above.
Repairs and Contracts Officer V.1 2024

Repairs and Contracts Officer (Garages) January 2024

This role is working on-site across the borough and at our offices at Tooley Street, SE1. This is not a hybrid role, there is no working from home.

To contribute to the management of Home Ownership Services reporting to the Homeownership Manager on all matters relating to the management of garages and other non-residential properties (including barrow stores) the identification of disused garage areas, parking areas and barrow stores and the management of repairs, including working with the contractors on refurbishments and large projects. Identifying repairs, raising orders, monitoring the contractor and taking ownership of the stock. Maintaining a 5 year plan for refurbishments, major works and PPM.