This is an exciting role within the Reinvestment & Sustainability Team, who manage our asset management database and deliver our planned investment service to St Mungo’s housing portfolio.
We are looking for a dedicated individual to join our Property Services Department as an Assistant Asset Data Analyst on a 3-year trainee programme.
Year 1 of the training programme will be spent gaining general property management experience as a member of the Property Services Administration Team and supporting the Asset Data and Programme Manager.
Years 2 and 3 of the training programme will be spent working with the Asset Data and Programme Manager learning how to collect, plan and report on asset data and information, model the annual investment programmes and implement projects and systems.
Year 1
- To provide administrative support to the Property Services Team.
- To assist the Service Desk Manager in the planning, monitoring and controlling of responsive repairs and compliance servicing.
- To support the Service Desk Manager and Regional Surveyors to manage the performance of Repairs and Compliance contractors.
- To provide excellent customer services by answering telephone and email queries from residents, contractors and stakeholders.
- To ensure that audit trails and property notes on responsive repairs and compliance management systems are up to date.
- To support the Asset Data and Programme Manager with Warm Homes reporting.
- Complete the CIH Level 2 Certificate in Housing Management or CIH Level 3 Certificate in Housing Maintenance and Asset Management.
Year 2/3
- To assist the Asset Data and Programme Manager in the collection, planning and reporting of asset data and information.
- To support the Asset Data and Programme Manager on data management for reporting on funded retrofit programmes such as Warm Homes.
- To assist the Asset Data and Programme Manager in the modelling of annual investment programmes.
- To assist the Asset Data and Programme Manager in the implementation of projects and systems.
- Complete the Level 3 Certificate in Housing Maintenance and Asset Management and/or CIH Level 4 Certificate in Managing Housing Maintenance course.
KEY RESPONSIBILITIES
Property Services Administration
- Process responsive repair requests from stakeholders by raising works orders on the responsive repairs management system.
- Liaise with Regional Surveyors on overdue inspections and reports.
- Liaise with contractors on overdue jobs, inspections, reports and WIP.
- Monitor the performance of DMC, Disrepair, structural defects, complaints, void re-let and complex works.
- Carry out a daily audit of works orders raised and amend or delete incorrect works orders and notify stakeholders.
- Be the first point of contact for stakeholders for responsive repair and compliance issues during office hours.
- Authorise invoices for payment, in line with Standing Orders.
- Ensure all appropriate responsive repairs and compliance data is maintained on the data management system.
- Ensure that compliance inspections remain on schedule.
- Check compliance certificates and reports and register on the compliance management system.
- Identify remedial actions identified on compliance reports and raise Works Orders on responsive repairs management system.
- Liaise with stakeholders to ensure access to assets is provided to contractors to complete essential servicing inspections.
Data Management
- Update, monitor and manage the asset management database.
- Ensure that data is cleansed regularly.
- Ensure that data on our assets/full housing stock portfolio is collected, and that this information is fully utilised to inform any decisions on investment and options appraisal requirements.
- Ensure that stock condition data and programmes of planned and cyclical maintenance works are shared with stakeholders.
- Assist with the management of asset and energy performance data, so that it is accurate, up-to-date, appropriate and robust.
- Assist with scheme option appraisals; making retain, remodel, regenerate, retrofit, renew or disposal recommendations.
- Ensure the asset management information system/stock condition survey/environmental sustainability and other relevant databases and systems are accurate.
- Work with the Finance team to ensure data, including cost data, held on the data management system, is accurate and up to date and can be used for financial modelling.
Stock condition surveys
- Assist in the delivery of the rolling 5-year programme of stock condition surveys.
- Ensure that the risks found in the Housing Health & Safety Rating System (HHSRS) surveys are recorded, monitored, and implemented.
- Liaise with the Regional Surveyors to ensure that they collect stock condition data and update the database.
- Liaise with Assets and Compliance Managers to collect stock condition data from responsive repair, servicing, retrofit and planned programmes of work to update the database.
Planned programmes of work
- Assist in the planning of short, medium and long term planned, cyclical maintenance and retrofit programmes of work and budgets.
- Assist in the programming of the annual planned and cyclical maintenance workstreams.
Reporting
- Assist in the production of regular reports on Stock Condition Surveys, Decent Homes Standards, Health and Housing Safety Rating System and Energy Performance Certificate compliance.
- Assist in the production of reports on performance indicators for the Executive Team, Board and Regulator.
- Collect and input programme delivery data on the DESNEZ Warm Homes portal.
General
- Adhere to St Mungo’s Policies and Procedures.
- Cover for other members of the team and division, as necessary.
- Undertake, as required, any other duties compatible with the level and nature of the post and/or reasonably required by more senior members of staff.
- Attend and participate in divisional and team meetings and other meetings as required.
This job description covers the current range of duties and will be reviewed from time to time. It is St Mungo's aim to reach agreement on changes, but if agreement is not possible, St Mungo's reserves the right to change this job description.
PERSON SPECIFICATION
Assistant Asset Data Analyst
Although we are keeping direct experience/knowledge requirements to a minimum, we do need you to use the application form or supporting statement to demonstrate your capabilities, in relation to the essential requirements in the person specification below. Where relevant use your answers to illustrate how your competences have helped you achieve positive results.
ESSENTIAL REQUIREMENTS
Experience, Skills, Knowledge, and Abilities –required for your application form:
1. Interest or knowledge of data management systems.
2. Interest or experience of working in the social housing or property management sector.
3. Ability to use a range of IT packages, databases and spreadsheets, including Microsoft Office.
4. Ability or experience of providing excellent customer service and communicating effectively with internal and external stakeholders.
5. Ability to manage a busy workload and effectively prioritise competing tasks.
The below Experience, Skills, Knowledge and Abilities will be assessed at different stages of the recruitment process:
6. Good verbal and communication skills.
7. Possess a minimum of GCSEs - grades A*-C, 9 - 4 in English and Maths to enrol in the CIH Level 2 Certificate in Housing Maintenance course.
8. Ability to work independently and manage your own time and workload effectively to achieve a variety of competing priorities within specified deadlines.
The following are required of all roles with St Mungo’s. However, you do not need to address these in your application.
- Genuine interest in and commitment to St Mungo’s work and client group.
- An understanding of and commitment to diversity & equality.
- Willingness to work flexibly in response to changing organisational requirements.
What Apprenticeship Training will you Receive?
The successful applicant will complete and obtain a Level 2 Housing and Property Management Assistant Apprentice Qualification through Learning Curve Group.
You will be taught through:
- 4-6 Weekly 1-2-1 Sessions with your tutor
- 6 weekly hours of Off The Job Training
- The course is a 12 month programme
- More info can be found here – Housing and Property Management Assistant
- (learningcurvegroup.co.uk)