Candidate Pack

Post of Project Officer

Thank you for your interest in employment with Maryhill Housing Association.

The recruitment pack for the above vacancy contains the following documents:

Application Form Equal Opportunities Monitoring Form Guidance Note for Applicants Team Structure Job Description and Person Specification Summary of Terms and Conditions

Please complete the Application Form and Equal Opportunities Monitoring Form and return to hbirtwistle-craine@aspenpeople.co.uk or by post to Aspen People, 5th Floor, 78 St Vincent Street, Glasgow, G2 5UB no later than 5pm on Friday 18th December 2015.

Late applications will not be considered.

You must complete all sections of the application form.

IN CONFIDENCE

PLEASE COMPLETE ALL SECTIONSCV only will not be accepted.

The information that you supply in this application form will enable the interview panel to decide whether to invite you to an interview. Whilst all sections may not be relevant to you personally, you should complete the form as fully and as accurately as possible to enable your application to be given full consideration.

The information provided within your application form will be processed in accordance with the Data Protection Act 1998. Please note that the first two pages and equal opportunities monitoring form will not be shown to the short listing panel.

Post Applied For: Project OfficerClosing date for receipt of applications: Friday 18th December 2015

Applications received after this time will NOT be considered

Personal Information

Title: Surname: First Name:

Address for Correspondence:

Postcode:

Private Telephone Number: Mobile Number:

E-mail Address:

Your Daytime Telephone Number (on which a message may be left):

Assistance for people with disabilitiesWe are committed to being an Equal Opportunities Employer and do not discriminate in any way.

If you consider yourself to have a disability, are there any arrangements that we can make to assist/adapt, for you, if you are called to interview or if successfully employed? Please give details below.

For Office use only:

RefereesPlease give details of two referees. They should be qualified to comment on your ability and experience for this appointment and should include a referee from your current or most recent employer. Maryhill Housing Association does not accept references from family members.

Referees will not be approached prior to a conditional offer being accepted.

Name:

Job title:

Company:

Address:

Postcode:

Email:

Tel No:

Name:

Job title:

Company:

Address:

Postcode:

Email:

Tel No:

Immigration, Asylum & Nationality Act 2006The Immigration, Asylum and Nationality Act 2006 makes it an offence to employ anyone who is not entitled to live or work in the EU. All applicants selected for interview will be required to provide evidence that they are entitled to live and work in the EU. Appropriate documentation may include the original of your current passport, visa, birth certificate or any other document [or combination of documents] indicated by the Act.

Do you currently have the right to work and live in the EU? Yes / No(please delete as appropriate)

DeclarationI have read this application form fully and I declare that the information I have given in support of my application is, to the best of my knowledge and belief, true and complete. I understand that if it is discovered subsequently that any statement is false or misleading, or that I have withheld any relevant information, my application may be disqualified or, if I have already been appointed, I may be dismissed without notice.

Signed: Date: ____________

Post Applied For: Project Officer

Secondary Education (please list subjects passed)Intermediate / Standard /

’O’Gradeor equivalent

Grade Higher Gradeor Equivalent

Grade

Further Education University or Further

Education EstablishmentCourse(s) &

Subjects StudiedDegrees, Diplomas, Certificates

Obtained

Professional QualificationsName of Awarding Body Qualifications Obtained, Membership of Professional

Institution etc

For Office use only:

Training Courses(Please give details of any relevant short courses or training undertaken)

Course(s) Undertaken Provider(s)

Computer Skills (please detail your experience)

Driving Licence

Do you possess a full current driving licence? Yes / No (please delete as appropriate)

Do you have access to a car for work purposes? Yes / No (please delete as appropriate)

Are you insured for business purposes? Yes / No (please delete as appropriate)

Present or Most Recent EmploymentName & Address of Employer: Date

From:Date To:

Position Held:

Salary and other benefits/payments:Notice Required:

Reason For Leaving:

Nature of Post (please describe your main duties):

Employment History (list in order with most recent post first) Name & Address ofPrevious Employer(s)

FromMonth / Year

ToMonth / Year

Position Held, Main Duties and Reason for Leaving

Please continue on a separate sheet if necessary.

Employment with Maryhill Housing AssociationMaryhill Housing Association wishes to compare your experience, skills and knowledge with its requirements. You should therefore try to show in the following part of the form how you satisfy these. This does not have to be from paid work, but can be from other experience. The Selection Panel will consider candidates who do not meet all the requirements, therefore please complete all sections as appropriate.

Experience of planned maintenance and or major repairs/development projects from inception to completion

Experience of budget preparation and monitoring

Experience of procuring and managing contractors and consultants

Experience of working in a customer focused environment and delivering excellent customer care

Experience of liaising effectively with external organisations

Understanding of current procurement legislation including OJEU requirements

Self motivated and effective team player

Excellent communication (both written and verbal)

Negotiating skills

Ability to form effective working relationships with internal and external customers

Ability to plan deliver and monitor plans/projects to required time, cost and quality

Ability to identify and manage risk

Analytical skills

Ability to innovate and develop practical solutions

Excellent IT skills using Microsoft Office packages

Ability to respond positively and effectively to change

Experience of submitting applications/bids for funding

Knowledge of the Property Factors (Scotland) Act 2011

Knowledge of SHQS compliance

Knowledge of EESSH compliance

Knowledge of stock condition surveys and Life Cycle Costs (LCC)

Knowledge of current Health and Safety legislation and CDM requirements affecting the delivery of planned maintenance projects

Knowledge of the Scottish Housing Regulators Performance requirements/ Scottish Social Housing Charter

Working knowledge of SDM or similar property management software

Experience in delivering services to Factored Owners

Additional InformationPlease provide any relevant information not covered elsewhere on this form, which may include other activities e.g. voluntary work, major achievements, projects to date and indicate how this will enable you to contribute further to this post.

Relationship to Staff MembersIf you are related to any employee of Maryhill Housing Association or anyone who has been employed as a staff member or has been engaged as a supplier, consultant or contractor in the last 12 months, please provide details:

Relationship to Committee MembersIf you are related to a Board member of Maryhill Housing Association or anyone who has been a Board member in the last 12 months, please provide details:

Rehabilitation of Offenders Act 1974The Rehabilitation of Offenders Act 1974 enables some criminal convictions to become spent or ignored, after a ‘rehabilitation period’. Excepted posts are those to which the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 applies. You may be entitled to withhold information about convictions that are ‘spent’ under the provision of the act. In the event of employment, any failure to disclose could result in dismissal or disciplinary action by your employer. If selected for interview you will be required to complete a criminal convictions declaration form that will only be reviewed if an offer of employment is being made.

CanvassingCanvassing directly or indirectly in connection with the appointment shall disqualify your application. If discovered after appointment you will be liable to dismissal.

Confirmation of QualificationsIf selected for interview you will be required to bring with you the original certificate(s) of all qualifications referred to in this application. This extends to membership of professional bodies.

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Where did you see this post advertised?

When completed this form can be returned by email to:

hbirtwistle-craine@aspenpeople.co.uk

Or by post to: Aspen People Ltd, 5th Floor, 78 St Vincent Street, Glasgow, G2 5UB

(Please ensure you affix the correct postage for weight/size of envelope if returning by post)

If returning the application form by email, please note that there is no need to also post a hard copy. If shortlisted you will be asked to sign your application form at a later stage.

Please note that the closing date for receipt of applications is Friday 18th December 2015

Maryhill Housing Association Equal Opportunities Monitoring Form

Maryhill Housing Association is committed to equal opportunities in employment, regardless of race (including colour, nationality, ethnic or national origin and citizenship), religion / belief, disability, marriage & civil partnership, gender reassignment, pregnancy & maternity, age or sex and sexual orientation.

We would therefore ask you to please complete the following questionnaire to help us ensure that we are reaching all sections of the community, and to check the effectiveness of our recruitment practices.

All information will be treated in the strictest confidence, in line with requirement of Data Protection Act 1998, and will not affect your application.

Post Applied For: Project Officer

1. Gender

☐ Male☐ Female

4. DisabilityDo you consider yourself disabled?☐ Yes☐ No

2. Age☐ 16 – 24☐ 25 – 34☐ 35 – 44☐ 45 – 54☐ 55 and over

5. Marital Status☐ Single☐ Married/Civil Partnership☐ Divorced☐ Co-habiting☐ Separated

3. Ethnic Origin

White☐ Scottish☐ Other British☐ Irish☐ Gypsy/Traveller☐ Polish☐ Any other white background

Black, Black Scottish, Black British☐ African☐ Caribbean☐ Any other black background

Asian, Asian Scottish, Asian British☐ Bangladeshi☐ Indian☐ Pakistani☐ Chinese☐ Other

Mixed

6. Religion☐ I would describe my religious

background/beliefs as

...............................................................☐ I have no religious beliefs☐ I prefer not to say

7. Sexual Orientation

Would you describe yourself as:☐ Heterosexual☐ Lesbian☐ Gay☐ Bisexual☐ Transsexual☐ I prefer not to say

8. Where did you see the post advertised:☐ Herald☐ S1Jobs.com☐ EVH Bulletin☐ EVH Website☐ Word of Mouth

☐ Mixed or multiple ethnic background

Other Ethnic background☐ Arab, Arab Scottish, Arab British

☐ Internal Notice☐ Other, please state

.................................................

Guidance Note for Applicants on Completing the Application Form

Please read these notes carefully – they are to help you make the best of your application.

1 The form should be typed or completed in black ink or black ballpoint pen for photocopying purposes.

2 Please also send in your Curriculum Vitae.

3 One of your references should be your present or most recent employer. If you have not been employed or have been out of employment for a long time, you may wish to give the name of someone who knows you sufficiently well to confirm the information you have given and who can comment on your ability to do the job. Please note that referees will not be contacted prior to interview.

4 The enclosed Person Specification lists the minimum essential requirements for the post. When short listing for interview, the panel will only consider the information contained in your application form and will assess this against the Person Specification.

5 The Selection Panel will not make assumptions about the nature of work you have done against a list of job titles. It is therefore important that you use the space provided to detail your experience and skills. Neither is it enough for you to state that you meet the requirements; you must demonstrate this to the panel. Work, paid or voluntary, is not the only means of showing that you meet the requirements of the post. Life experience and skills are just as valid, as long as you are able to demonstrate this.

6 If you are short listed for interview, the Selection Panel will wish to discuss the areas covered in the Person Specification in more detail. In particular, the panel will assess your commitment to and understanding of Diversity &Equal Opportunities.

7 If you are related to any members of staff, Board members, consultants, contractors or suppliers to the association, this should be shown clearly on the relevant part of the form. This will not necessarily be detrimental to your application.

8 A Basic Disclosure Scotland check will be required for the majority of posts. Certain posts will require PVG membership or a Standard Disclosure Scotland check.

Job Description – Project Officer

Role Title: Project Officer Reporting to:

Project Manager

Grade/Salary: EVH Grade 7 £30,410 - £33,392

Date: November 2015

Responsible for: Not applicableJob Purpose:To deliver the Association’s property investment, planned maintenance works and other major works programmes for tenants and factored owners including property adaptations, providing an excellent level of customer service and satisfaction.

Key Responsibilities:

To provide information to support and maintain stock condition databases and long term investment and financial planning

To carry out pre and post contract inspections and provide onsite quality control To communicate and engage with residents and factored owners on all aspects of the planned

programme, plans, projects and priorities, working closely with the Factoring Officer to explore potential grant opportunities and to secure owner mandates for planned works

To consult and work closely with Housing Management staff in the planning and delivery of the planned programme

To liaise with all external agencies as required to ensure the effective delivery of the Association’s planned maintenance programme

To contribute to the development, implementation and review of planned maintenance systems, policies and procedures to ensure continuous improvement in service delivery

To deliver an excellent level of customer satisfaction and customer care through customer liaison, engagement and communication before, during and after programme delivery

To deal effectively with complaints and enquiries in line with the MHA’s policy and procedures. To monitor contracts and expenditure to ensure that the anticipated cost of delivering the

planned maintenance programmes is within budget To deliver the Stage 3 Adaptations programme liaising with Housing Services and external

partners as required To contribute to the preparation of annual Business and Corporate plans and reviews To collate and provide information to support the preparation of the Regulatory and statutory

returns To maintain an up to date knowledge and awareness of technical, statutory and regulatory

requirements and standards of best practice in relation to planned maintenance To procure the services of contractors and consultants, and monitor contractor and consultant

performance with regard to the planned maintenance programme as required, in line with the Association’s policies on procurement

To contribute to the development of contract documentation including standard contract specifications

To prepare performance reports and information for the Senior Management Team, MHA Board and Registered Tenant Organisations as required in relation to the planned maintenance programme

To maximise grant funding to support the delivery of the planned programme and preparation of funding applications and bids as required

To ensure that all property claims relating to planned maintenance are dealt with efficiently and effectively and in accordance with relevant procedures

To assist in the collation and evaluation of customer feedback on planned maintenance projects and implement necessary changes to improve satisfaction and service levels

Corporate Responsibility

Work effectively and collaboratively as a team member ensuring that our operating principles (values) are lived on a day to day basis

Ensure compliance with all regulatory, statutory and legal requirements and other directives Comply with MHA’s policies including our code of conduct, health and safety, anti-fraud and

bribery and equalities policies Ensure effective communication in plain language, both internally and externally, to ensure

people are informed, engaged and find it easy to access our services and contact us and understand our information and the decisions we make

Maximise the use of ICT to improve efficiency, increase productivity and develop new and existing services

Produce accurate and timely performance information and data, including information required for regulatory and statutory returns and implementing actions arising from internal and external audits as directed

Actively seek ways to engage customers in shaping and influencing our services, seek and use feedback, including working positively to support our tenant scrutiny group and Registered Tenants Organisations

Person Specification – Project Officer

Essential Desirable

Experience and Knowledge

Experience of planned maintenance and or major repairs/development projects from inception to completion

Experience of submitting applications/bids for funding

Experience of budget preparation and monitoring

Knowledge of the Property Factors (Scotland) Act 2011

Experience of procuring and managing contractors and consultants

Knowledge of SHQS compliance

Experience of working in a customer focused environment and delivering excellent customer care

Knowledge of EESSH compliance

Experience of liaising effectively with external organisations

Knowledge of stock condition surveys and Life Cycle Costs (LCC)

Understanding of current procurement legislation including OJEU requirements

Knowledge of current Health and Safety legislation and CDM requirements affecting the delivery of planned maintenance projects

Knowledge of the Scottish Housing Regulators Performance requirements/ Scottish Social Housing Charter

Working knowledge of SDM or similar property management software

Experience in delivering services to Factored Owners

Skills and Abilities

Self motivated and effective team player

Excellent communication (both written and verbal)

Negotiating skills

Ability to form effective working relationships with internal and external customers

Ability to plan deliver and monitor plans/projects to required time, cost and quality

Ability to identify and manage risk

Analytical skills

Ability to innovate and develop practical solutions

Excellent IT skills using Microsoft Office packages

Ability to respond positively and effectively to change

Qualifications

Relevant qualification or equivalent experience

Relevant professional qualification Project Management Qualification

Other Requirements

Evening and occasional weekend work may be required

Driving licence and use of vehicle insured for business use during working week

Summary of Principal Terms and Conditions of Employment

Maryhill Housing Association is an EVH (Employers in Voluntary Housing) employer and the terms and conditions for this post are largely in accordance with EVH terms and conditions.

Salary Scale: £30,410 - £33,392

Duration of Contract: Permanent

Hours of Work: Our standard working week is 35 hours. A flexi - time system is in place, subject to appropriate service delivery to customers.

Place of Work: Garrioch Road office

Annual Leave: We offer 25 days annual leave per year

Public Holidays: 15 days per year

Pension: The Association is a member of the Scottish Housing Association Pension Scheme (SHAPS) CARE 1/80th contributory pension scheme. This is a Defined Benefits scheme. The Association’s pension arrangements are currently under review.

This summary is for general guidance only and will not form part of the contract of employment.