Role Description

ROLE DESCRIPTION

Job Title: Head of Asset Management

Location: Leeds

Responsible to: Director of Assets and Development

Reporting: (See Organisation Chart)

MAIN PURPOSE

The Head of Asset Management has lead responsibility for the following.. To:

formulate an evidence-based strategy for the maintenance and improvement of Leeds Federated’s built assets, designed to deliver long term improvements in value for money and optimise asset performance
lead the delivery of that strategy, working in partnership with internal and external stakeholders
provide leadership and expertise in ensuring that we meet the needs and strengths of customers, prospective customers, and stakeholders through the delivery of high-quality asset management services which meet or exceed regulatory requirements
specify and procure contracts necessary to deliver our maintenance and asset management activities
manage the performance of those contracts effectively and within the context of an agreed budget and business plan
co-ordinate and deliver services to ensure that all built assets are compliant with all relevant health & safety legislation, regulatory requirements, and the agreed aspirations for Leeds Federated in relation to good practice

As a key member of the operations directorate, you’ll:

take an intelligent, innovative and business-aware approach to asset management, enabling us to take informed decisions on the targeting of future investment
lead the delivery of key operational services including responsive maintenance, planned component replacements, and safety critical testing and inspection services
identify opportunities to deliver greater efficiency and productivity in our services, maximising synergies between parallel work streams and realising the potential of technology to continue to transform our business

SPECIFIC ACCOUNTABILITIES AND PERFORMANCE STANDARDS

customer service

Ensure delivery of excellent customer service in maintenance, property investment, and asset management activities, working in partnership with the customer service team to deliver high levels of satisfaction
Liaise effectively with Service Improvement Team colleagues to ensure our services are improved in line with business needs, reflecting customer needs/strengths/preferences and aspirations, where appropriate
Work in accordance with our values and ethics, supporting and promoting our reputation
Take ownership of all customer enquiries received, and progress work as far as necessary to resolve
Ensure customer data is handled in line with organisational policy and data protection legislation
Maintain effective communication with staff on all relevant issues through cascading of information and responding to, and feeding back on, ideas from the team
Manage complaints received and ensure relevant outcomes are communicated to customers and colleagues
Ensure feedback from surveys and customer feedback is properly considered by appropriate colleagues

asset management

Maintain an intelligent and innovative approach to asset management, ensuring that colleagues are able to understand the relative performance of properties within its portfolio and can make informed decisions on how to target investment
Lead responsibility for populating and maintaining the asset return model, communicating findings and options to the business
Development and coordination of the asset management strategy, ensuring that investment in stock is targeted to achieve an optimal return
Develop strategy and policy to deliver our Asset Management aims
Establish and maintain clear plans for the development and delivery of services as part of our wider corporate planning process
Anticipate possible emerging risks and performance challenges based on available information from internal and external sources, and plan accordingly
Manage the procurement, commissioning and interpretation of periodic stock condition surveys or other forms of independent assurance on the quality of asset data
Ensure homes continue to be maintained to a reasonable baseline standard meeting the requirements of the Home Standard and any other regulatory requirements as a minimum
Conducting option appraisals as required
Lead responsibility for stock disposals, remodelling and rationalisation initiatives

Planned Maintenance Programmes and Cyclical / Preventative Maintenance

Lead responsibility for the formulation and delivery of planned maintenance and major component renewal programmes based on continuous reappraisal of stock condition data and in line with our business plan
Lead responsibility for the formulation and delivery of cyclical and preventative maintenance programmes
Identification of key workstreams required to maintain homes to the agreed standard and maintain safety
Efficient, cost-effective procurement of works to deliver plans in line with our delegated authorities and financial standing orders
Set and maintain a strategic culture of value for money in planned and cyclical maintenance, adopting an evidence-based approach to demonstrate return on investment / savings
Overall responsibility for in-house teams undertaking facilities management and landscape maintenance works

Health and Safety, statutory and regulatory compliance

Lead responsibility for compliance with all relevant health & safety legislation and regulations relating to the maintenance and asset management service
Ensure that robust arrangements are in place to ensure compliance with statutory and regulatory requirements concerning the safety and maintenance of buildings and the safety of their occupants and the general public, and that a high level of assurance can be provided to the Board on the operation of related controls
Ensure that a rational and proportionate approach is taken to achieving compliance with law and regulation, delivering necessary functions in as efficient and economical a manner as possible without compromising on quality or safety
Act as a core member of our Health & Safety Committee, supporting a strategic and holistic approach to policy making and operational implementation

Responsive Maintenance

Lead responsibility for the delivery of responsive maintenance and gas servicing/repairs contracts to residential and office premises
Delivery of a responsive repairs service that meets customer requirements and complies with our landlord obligations
Analysis of responsive repairs data to identify opportunities for more efficient working through packaged works and other initiatives
Ensure a high standard of communication with customers throughout the repairs service
Set and maintain a strategic culture of value for money in responsive maintenance, adopting an evidence-based approach to demonstrate return on investment / savings

Financial Control and Performance Management

Preparation of budgets in consultation with finance colleagues, seeking best fit between maintenance and investment priorities and our business plan
Contribute to the production of accurate management accounts and year end accounts
Ensure robust systems are in place for the financial management of work programmes, ensuring financial commitments and expenditure are accurately monitored and managed
Ensure departmental activities are conducted to the highest standards of transparency and probity, in line with good practice and in accordance our financial standing orders and other relevant policies
Efficient, cost-effective procurement of works to deliver investment plans in line with our delegated authorities and financial standing orders
Lead responsibility for programme and project management, ensuring contracts are delivered in line with budget and agreed standards of quality and performance
Comprehensive reporting of departmental performance against agreed targets and objectives through the organisation’s Balanced Scorecard, and reporting to Board / Committees and the customer-led Challenger Panel

To lead the effective running of the Asset Management & Maintenance Department and stimulate a culture of innovation, efficiency, and continuous improvement

Work collaboratively with colleagues to deliver high levels of performance across the organisation
Use evidence, good practice information and knowledge obtained from professional networks to challenge the status quo and make recommendations for business improvement
Lead business-wide change initiatives, consulting and engaging effectively with colleagues, customers and stakeholders to deliver long term improvements
Undertake benchmarking to aid our understanding of relative performance and to drive improvement
Project work completed to agreed specification and timescales
Take an active role in own personal and professional development, evidencing learning and improvement

No job description can be entirely comprehensive, and the job holder will be expected to carry out such other duties as may be required from time to time and are broadly consistent with the job description and position of the post within the organisation