Technical Services Trainee

March 17

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SUMMARY INFORMATION TECHNICAL SERVICES TRAINEE (REF NO: 431) Duration 3 years Salary £16,454 to £18,960 per annum Entry qualifications English and Maths Highers Eligibility Applicants must be aged 16 to 24

(You must be 24 or under on 30/09/17) What is Technical Services?

Technical Services sits within our Asset Management department which is the department responsible for maintaining and upgrading the Associations housing stock to ensure that the properties are energy efficient, attractive and affordable to tenants.

The Technical Services department focuses on the Associations planned property maintenance and major repair programmes as well as providing technical support to the maintenance and development sections.

There are a wide range of duties within the Technical services role meaning working days can be very varied. Some of the duties include:

Managing planned / cyclical maintenance works such as kitchen and bathroom replacements and painter work.

Liaising and briefing external consultants in relation to planned works or major repairs.

Supporting other departments within the Association including carrying out technical appraisals of drawings and specifications of proposed new properties.

Budget monitoring of planned / cyclical maintenance works.

Preparing performance reports for the Board or external bodies.

Is it right for me?

It can be very challenging and varied work. To be successful in this field you need to be able to deal with a number of pieces of work at the same time, have an eye for detail, be able to produce accurate work under pressure and be a team player. The ability to prioritise your work with your colleagues to meet departmental objectives is also very important.

You also need to be willing to drive projects forward and problem solve when inevitable setbacks occur. What qualification will I study for?

We would want you to complete a minimum of a HNC/D in Quantity Surveying or Construction Management by the end of the traineeship.

Where can I find out more information? More information on Kingdom Housing Group can be found on our web site: www.kingdomhousing.org.uk/

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JOB DESCRIPTION

JOB TITLE: Technical Services Trainee

JOB GRADE: Spinal Points 9-14

ACCOUNTABLE TO: Senior Technical Services officer or such other senior member of staff who may be appointed.

OVERALL AIM OF THE JOB

The Technical Services Trainee will work alongside the existing Technical Services Team and other colleagues in the Association to gain experience of Asset Management. As a member of the Technical Services Team, you will assist with the smooth running of the Association’s maintenance service, planned maintenance and major repairs programme. You will also be expected to gain your Qualifications as set out in the Summary Information for this post.

MAIN TASKS OR ACTIVITIES OF THE JOB

You must be committed to undertake and achieve the relevant qualifications within the agreed timescales.

Under Supervision of the Senior Technical Services Officer/ Technical Services Officer

1. Gain knowledge on all aspects of the Asset Management profession including

administration & documentation of the day to day repairs & maintenance service, contract management, budget control, consultancy engagement and project health & safety.

2. Assisting the Technical Services Team with general Administration 3. Receive on the job training and mentoring from the Technical Services Team.

4. Shadow the Technical Services Team at various project meetings for example

design meetings, pre-start meetings and performance review meetings.

5. Be first point of contact for specific projects, where necessary referring queries to a nominated member of the Technical Services Team.

6. Take on responsibility for specific projects, with appropriate support and supervision.

7. Develop a good understanding of the Associations requirements of the Scottish Housing Charter and contribute directly to the ongoing review process.

8. Gain a working knowledge of the relevant UK/EU procurement legislation and apply it to specific projects.

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9. Gain a working knowledge of the current CDM regulations and apply to specific projects.

10. With the support of the Technical Services Team, build strong working relationships with other Departments and key staff throughout the organisation.

11. Represent the Technical Services Team at internal and external meetings as

required.

12. Liaise with various external agencies and professionals on Asset Management related matters.

13. Carry out delegated work from Senior Technical Services Officer and Technical Services Officer as directed.

14. Along with the other Kingdom Trainees, undertake project work as directed.

15. Any other duties which may be required from time to time by the Senior Technical

Services Officer or such other senior staff member who may be appointed. OTHER FEATURES OF THE JOB This Modern Apprenticeship is a 3 year traineeship, terms and conditions will be provided separately. The hours of work are 36 hours per week to be worked in accordance with the needs of the Association. You will be expected to have obtained a full driving licence by the end of year 2 of the modern apprenticeship as this is considered an essential element of carrying out this type of job. There may be occasions when it is necessary to work evenings/weekends. In particular, there may be a need to attend college outwith normal working hours. It is likely that the duties listed may need to be varied to suit the changing requirements of the Association. JOB LOCATION The operational base is in our Depot at Boston Road, Glenrothes although the postholder will be required to work and operate at any of the Association's offices to meet the flexibility requirements of the Service. The Association reserves the right to either temporarily or permanently move an employee to another location.

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OUTLINE CONDITIONS OF EMPLOYMENT – TECHNICAL SERVICES TRAINEE

Hours Worked

The hours of work are 36 hours per week, not including (unpaid) lunch breaks, normally worked between 9am and 5pm, Monday to Friday but can vary according to the needs of the service and attendance at college.

Salary

The salary scale is £16,454 to £18,960 per annum (spinal points 9-14).

Method of Payment

Payment of your salary is in equal monthly instalments in arrears, by bank transfer, no later than the last Friday of each month.

Special Conditions

This is a temporary post for up to 3 years.

Location

The operational base is in our Depot at Boston Road, Glenrothes although the postholder will be required to work and operate at any of the Association's offices to meet the flexibility requirements of the Service. The Association reserves the right to either temporarily or permanently move an employee to another location.

Probationary Period

Your first 3 months will be classed as a probationary period. We reserve the right to further extend the probationary period in the event of any concerns regarding your performance or conduct. We reserve the right to end your employment during the probationary period where you fail to reach the satisfactory performance or conduct.

Pension

We are a member of the Scottish Housing Associations Defined Contribution Pension Scheme. If you choose to become a member, we will make contributions towards your pension in accordance with the current provisions of this scheme. The employee contribution rate is 4% and the employer contribution rate is 8%, however an option to increase employee contributions is available. For employees not in our Defined Contribution Scheme, auto enrolment pension provision is applicable subject to eligibility criteria. You can find out more about workplace pensions and the benefits of staying enrolled by visiting www.gov.uk/workplacepensions.

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Annual Leave

The annual leave year is from 1 April to 31 March. Your full annual leave entitlement will be 25 days per annum (pro rata for part-time employees). In addition, 12 general/public holidays are added, 7 of which are designated and the remainder are added as floating days to your annual leave entitlement. There are no enhanced payments made for night working or work on a public holiday other than the two designated public holidays at Christmas and New Year. Where a full year has not been worked, a proportion of the full year’s entitlement will be granted based on the number of complete months worked in the year.

Offers of Employment

Any offer of employment made will be conditional based on the following pre-employment checks:

Satisfactory references (one should be from your present or most recent employer or school/college, if this is your first employment). We would not normally accept references from relatives or friends. We reserve the right to request more than 2 references.

Producing the documentary evidence under the requirements of the Immigration, Asylum and Nationality Act 2006 (this is to verify that you are eligible to work in the United Kingdom).

Verification of any qualifications/ memberships you have stated on your application form, if relevant.

Confirmation that you have no conflict of interest as defined in our Employee Payments and Benefits policy. In particular, we will need to consider any association you have with a current employee or Board Member.

Verification that you hold a current driving licence (where applicable).

A satisfactory Standard Police Disclosure check.

This information is provided for general guidance only and is not intended to be

contractual.

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PERSON SPECIFICATION – TECHNICAL SERVICES TRAINEE

You need to refer to this document when completing Part 2, Section 5 of the

Application for Employment

Essential Criteria

E 1 A genuine interest in developing a career in Asset Management

E 2 Enthusiastic and positive with good interpersonal skills

E 3 Strong verbal & written communication skills

E 4 Ability to work as part of a team

E 5 Ability to work accurately, with attention to detail

E 6 Organised and methodical approach to tasks

E 7 Minimum of two Highers (or equivalent) including English and Maths

E 8 Commitment to learning and completing relevant qualifications

E 9 Willingness to obtain a full driving licence by end of Year 2

Desirable Criteria

D 1 Good IT Skills, including aptitude in use of Microsoft Excel

D 2 Knowledge of Asset Management

D 3 Ability to take forward a number of different tasks

D 4 Ability to plan and organise to meet multiple deadlines

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Technical Services Trainee Learning Outcomes

Summary The key objective of this role is for the trainee to gain the skills, ability and knowledge to begin a career in the Technical Services department with an understanding and engagement with the areas summarised below. Subject areas to be covered in course of Technical Services Traineeship:

Administration & Documentation

Filing and record management

Data Protection

Planned/Cyclical maintenance

Policies & Procedures

Housing Management System

Asset Management system

Budgeting

Work Relations

Consultants

Contractors

Solicitors

Tenants

Inter departmental

Learning & Development

Microsoft packages, specifically Excel

Asbestos awareness

Gas Safety Management

Legionella

Technical/project knowledge

Construction methods

Construction Materials

Gas maintenance

Planned maintenance

Cyclical maintenance

Reactive maintenance

Medical adaptations

Performance review

KPI reviews

Performance reviews

Performance management

Monitoring of in house and external contractors

Legislation & Regulations

Health & Safety

Construction Design & Management

Procurement

Scottish Social Housing Charter

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Learning Outcomes continued:

Skills to Learn

How to communicate with and influence people in a range of different circumstances

How to negotiate effectively over a wide range of procurement tasks

How to manage Partnerships effectively

How to work with a range of Stakeholders

How to build credibility and reputation, personal and organisational

How to understand and work within commercial and financial realities

How to work to both personal and business principles, ethics & values

How to evaluate, explain and mitigate risk

How and when to adopt a solution-focused approach

How to Project Manage

How to multi-task and prioritise

How to get the most out of your IT skills and Organisational IT systems

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Technical Services Trainee Training Plan

When What

Year 1 Understanding Basic Organisational Issues o Vision, Mission and Strategy o Asset Management strategy o Budgets & funding

Understanding Administration o Filing and record management o Data protection o Policies & Procedures o Housing management System o Asset Management system

Understanding Key Relations o Consultants o Contractors o Solicitors o Tenants o Inter departmental

Understanding Learning & Development o Microsoft packages, specifically excel o Asbestos Awareness o Gas Safety Management o Legionella

Gaining a basic Technical/Project Knowledge o Construction methods o Construction Materials o Gas Maintenance o Planned Maintenance o Cyclical Maintenance o Reactive Maintenance o Medical Adaptations o Meetings

Understanding Performance Review o KPI reviews o Performance reviews & meetings o Performance management o Monitoring of in house and external contractors

Understanding Legislation & Regulations o Health & Safety o Construction Design & Management o Procurement o Scottish Social Housing Charter

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When What

Year 2 Support Officer to carry out Administrative tasks o Filing and record management o Data protection o Policies & Procedures o Housing management System o Asset Management system

Help liaise with Key Relations o Consultants o Contractors o Solicitors o Tenants o Inter departmental

Progress with Learning & Development o Microsoft packages, specifically excel o Asbestos Awareness o Gas Safety Management o Legionella

Support Officer using Technical/project Knowledge o Construction methods o Construction Materials o Gas Maintenance o Planned Maintenance o Cyclical Maintenance o Reactive Maintenance o Medical Adaptations o Meetings

Support Officer to carry out Performance Review o KPI reviews o Performance reviews o Performance management o Monitoring of in house and external contractors

Support Officer to comply with Legislation & Regulations o Health & Safety o Construction Design & Management o Procurement o Scottish Social Housing Charter

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When What

Year 3 Carry out Administrative tasks o Filing and record management o Data protection o Policies & Procedures o Housing management System o Asset Management system

Liaise with Key Relations o Consultants o Contractors o Solicitors o Tenants o Inter departmental

Complete this stage of Learning & Development o Microsoft packages, specifically excel o Asbestos Awareness o Gas Safety Management o Legionella

Apply Technical/project Knowledge to basic projects o Construction methods o Construction Materials o Gas Maintenance o Planned Maintenance o Cyclical Maintenance o Reactive Maintenance o Medical Adaptations o Meetings

Carry out Performance Review on basic projects o KPI reviews o Performance reviews o Performance management o Monitoring of in house and external contractors

Apply knowledge of Legislation & Regulations to basic projects o Health & Safety o Construction Design & Management o Procurement o Scottish Social Housing Charter