Job Description Voids Co-ordination Officer Reports to: Head of Repairs Responsible for: Voids Surveyors Main Responsibility: Work closely with all colleagues within Barcud to ensure that all void property refurbishments are completed on time and to a good standard. The Voids Co-ordination Officer will take full responsibility for re-letting all dwellings within Barcud and will oversee the Voids Surveyors who will prepare a detailed voids schedule, liaise with out-going and in-coming tenants as well as manage the internal contractor as well as external contractors during the refurbishment process. The Voids Co-ordination Officer will monitor performance, ensuring that any obstacles are removed to ensure the swift letting of homes. The Voids Co-ordination Officer will prepare reports to the Head of Repairs and leadership Team on voids performance and investment as well as satisfaction and decarbonisation works and external implements undertaken as part of the void property works. The Voids Co-ordination Officer will chair weekly voids meetings, manage programmes of work, ensure that the Voids Surveyors and contractors are complying with all health & Safety requirements. We value and respect difference and are committed to building an inclusive culture by creating an environment where you can balance a successful career with your commitments and interests outside of work. This role covers Powys and north Ceredigion mainly, although the post-holder will be expected to travel across the whole of the Barcud area if the need arises. We believe that great service starts with great people, and are committed to recruiting and developing passionate, enthusiastic, and talented individuals who can add value to our thriving organisation. The Ideal Candidate You promote a collaborative and diverse culture where you work with other colleagues across the Barcud Group to deliver positive change. You take pride in overseeing effective and efficient voids work ensuring they completed to a high standard, efficient to run and, ensure that our residents feel safe and well supported. Your resident-centric approach and conscientious processes and procedures show your commitment and dedication to improving customer satisfaction. Necessary experience and skills – • Experience of managing small projects with very good communication and IT skills. • Ability to co-ordinate various teams, keep all colleagues up-dated and set out clear programmes of works and targets where appropriate. • Experience of chairing meetings and excellent record keeping • Ability to liaise with the Medra Manager and EOM General Manager as well as the Voids working team leaders to ensure that voids are adequately resourced so that handover targets are met. • Liaise with Assets Team colleagues to ensure that any capital works due can be undertaken during the voids process as well as ant thermal improvements aligned to the Targeted Energy Pathway for each dwelling. • Follow-up to ensure that any re-charges and invoiced to the out-going tenant. • Celebrate successes, where dwellings are let quickly whilst also try to learn from when a property is handed over late. • Oversee the Voids budget • Monitor all performance indicators • Work alongside the internal contractor and external contractors to ensure that the work is undertaken to a high standard and completed in a timely manner that will reduce void loss. • Ensure Barcud delivers a customer-focused voids service in accordance with regulations and standards, best practice, and occupation contract. • Undertake periodic reviews of the service offered, checking prioritisation, investigate costs and alternative specification, also from time to time ensure that the processes and procedures are current, and review satisfaction levels. • Ensure that detailed information is held on file at the end of each void – which would include a detailed property condition survey, photographs, sketch plans and all warranties. • Set up and implement processes and procedures to deliver a customer-focused Voids service, introducing Apps to assist with site reports and surveys to improve efficiency and the level of service being offered.. • Manage and oversee the day to day voids service, constantly identifying areas for potential improvement and innovation, monitoring costs and performance on a regular basis preparing reports to the Head of Repairs and Director. • Oversee the service maintaining and managing Barcud’s void properties, working closely with the Void properties teams at EOM and Medra and colleagues in the Communities department to minimise void loss and also ensuring that high quality properties are presented to our tenants. • Work alongside other senior members of the Safe Homes Directorate to continually review and improve Barcud’s Void services and create systems for accurately monitoring and reporting these. • Work with colleagues across Barcud Group to deliver and implement appropriate Health & Safety policies, procedures, and systems. • Maintain a thorough awareness of regulations governing Repairs and Void services including WHQS, Building Regulations as well as good practice. • Monitor performance on a regular basis, checking dashboards regularly and benchmarking wherever possible with others that provide an improved service.. • Develop positive and proactive working relationships with external consultants / contractors who deliver Responsive Repairs and Void Maintenance services. • Review and assess the services delivered by external stakeholders, seeking to procure new consultants / contractors when service is not of a high-quality. • Monitor Barcud’s Void Maintenance budget, alongside Finance colleagues. • Provide assistance to colleagues during busy periods. • Authorise expenditure in accordance with Standing Orders, Financial Regulations and Delegated Authorities. People: • Be responsible for the Voids Surveyors. • Promote a high-performance culture that drives continuous improvement and efficiencies. • Communicating the priorities, plans, vision, and objectives of the Association to ensure effective delivery to the agreed service standards and targets. • Committed to offering a great place to work as the basis of great service • Values diversity of people and thought Corporate • Promote, develop, and manage effective partnerships with internal and external stakeholders to achieve continuous improvement in the provision of services. • Promote Health and Wellbeing initiatives throughout the organisation. • Provide excellent customer service to all internal and external customers. • Work within the Association’s equality, diversity, and inclusion policies at all times and in all aspects of service delivery and employment. • Ensure that the Association and its employees comply with all legal, statutory, and • regulatory requirements along with best practice. In all aspects of the Association's work, to promote effective communications, excellence in customer service, and a focus on continuous improvement. • Carry out such other duties and responsibilities as may reasonably be requested. This job description is not intended to be an exhaustive list and in view of changing demands, legislation, and regulations, the duties may be reviewed and revised as deemed reasonable and appropriate. Personal Specification Voids Co-ordination Officer This person specification details the experience and skills for the position of Voids Co- ordination Officer Maintenance at Barcud. Qualifications • Good level of education commensurate with the role, • Relevant professional qualification, namely chartered status from a relevant institutional body (e.g. CIH/CIOB). (desirable) • Evidence of continually developing professional knowledge. Experience • Track record of delivering Repairs and Maintenance services. • Overseeing a Void Maintenance process, ensuring its swift and robust undertaking. • Leading Maintenance teams, and identify causes on building defects, including causes of Damp, Mould and Condensation • Experience of overseeing the performance management of a team. • Achieving value for money in service provision. • Being able to deal with compliments and complaints effectively and succinctly, ensuring that compliments are conveyed effectively, and ensure that complaints are dealt with swiftly and lessons learnt. • Providing a customer-focused service, through the development and implementation of robust and appropriate procedures and processes. • Undertaking Health & Safety risk assessments & method statements if required, along with HSE Notifications • Continuous review of Repairs and Void standards and designing measures to monitor how a service performs against these standards. • Experience successfully working with a range of external consultants and contractors, undertaking periodic formal performance and cost review meetings and ensuring that their insurance details, training records, accreditations and health & safety documentation is up-to-date. • Track record of managing budgets • Keen awareness of best practices approaches to repairs and maintenance services, particularly in obtaining Value for Money and excellent customer satisfaction, • Good communication ability with individuals with different levels of maintenance knowledge as well as groups of people, including at the tenants or colleague conferences. Skills / Knowledge • Well-rounded knowledge of Responsive Repairs and Void Maintenance with the ability to prepare & review schedules of work and tender documentation for property refurbishment and repairs. • Good technical building knowledge, including defect identification and the ability to clearly specify remedial action. • Able to lead and motivate staff. • Project management skills with an ability to plan, organise and prioritise effectively, in order to achieve targets and meet deadlines. • Able to produce comprehensive quality reporting for effective decision making. • Ability to deliver results to tight deadlines under pressure. • Excellent IT skills. • Sound numerical, reasoning, and written communication skills. • Proven competency to handle confidential and sensitive information. • Able to set appropriate and challenging performance targets for own team and self. • Ability to promote equality and diversity in all aspects of employment and service delivery.