Repairs & Maintenance Manager

1. Main purpose

1.1 Responsible for the long term maintenance of Council owned properties

including developing schedules of repair and stock condition data.

1.2 Manage the responsive maintenance function for Council owned properties

including

• the provision of a 24 hour emergency call out service, ensuring that buildings

are maintained.

• External contracts, eg. surveying, Mechanical & Electrical, building fabric

(some of which are specialist, eg. lightning protection, Building Management

Systems)

• A small in house team delivering multi skilled handy person services

1.3 Oversee the specification, procurement and management of responsive

maintenance (and smaller planned works) works to the Council’s portfolio

including budget management, record keeping, reporting and internal client

relationships.

1.4 Specify and recommend to the Head of Service and Director of Property & Major

Projects the delivery route for planned maintenance and procure and manage

contractors where the programmes are to be delivered externally.

1.5 Manage, monitor and control the annual budgets up to £3 million and key

maintenance and repairs term contracts to control a range of specialist

disciplines, which requires liaison with clients across all Council directorates.

1.6 Provides an effective technical assurance service by developing and

implementing technical and performance standards ensuring that maintenance

and projects comply with corporate governance responsibilities to provide value

for money and fit for purpose solutions.

1. Main duties and responsibilities

2.1 Take a strategic overview of the condition and state of repair of buildings in the

property portfolio and be responsible for budgeting, estimating, planning and

objective setting for contracts up to a value of approximately £3,000,000.

2.2 Ensure building condition surveys and regular inspections of Council owned

assets are carried out and proper records are maintained.

2.3 Develop and implement programmes of work to ensure all buildings remain

operational and fit for purpose based upon condition survey information and

budget avilability.

2.4 Maintain Council owned properties including plan and manage reactive

maintenance and minor capital works and where required commission major

capital (planned maintenance) works or work with the Major Projects team on

such projects.

2.5 Ensures the Maintenance team delivers high quality, professional maintenance

services to appropriate technical standards.

2.6 Deliver all maintenance on time and to agreed levels of quality and value.

2.7 Prepare and implement procurement plans in agreement with the Head of

Service and Chief Officer.

2.8 Develops, implements and monitors a set of Key Performance Indicators for in

house service delivery and for maintenance contractors and other suppliers in

order to drive service improvements and value for money.

2.9 Monitors performance and takes corrective action where necessary.

2.10 Reviews service delivery to ensure that agreed targets are met and makes

proposals to make improvements and meet forecast changes in the level or type

of service.

2.11 Build long-term, influential, strategic relationships with all client departments to

understand their needs and acts as a focal point for customer contact.

Technical Assurance Standards

2.12 Keeps abreast of industry trends and best practice developments to set and

maintain technical standards for planned and responsive maintenance.

2.13 Ensures that statutory and mandatory requirements and regulations are upheld.

Works in close collaboration with the Compliance Manager ensuring clear

Page 3 of 7

accountability and consistency with appropriate preventative actions and

recommendations followed up.

2.14 Acts as the technical specialist within the Council on electrical, mechanical and

building related matters providing technical design advice and guidance at a

strategic level to the wider business about regulatory and legislative compliance

issues.

2.15 Undertakes work which requires creativity and innovative input and range of

expertise to deliver appropriate solutions

2.16 Assist in the development and management of all building health and safety

policies and procedures for the Council.

Staffing responsibilities

2.17 To lead and manage the staff in the team effectively, including recruitment,

performance management and sickness monitoring. Ensuring staff are routinely

supervised, trained and empowered to deliver services independently in this

complex area of service delivery

2.18 Monitor the work performance of the Officers and contractors through the

undertaking of monthly performance management reports, while ensuring the

establishment of clear personal performance targets within the context of the

Council’s appraisal scheme is also delivered.

2.19 Tackle poor performance positively and effectively using the Council’s

established Policies and Procedures

2.20 Fully and positively participate in the Council’s performance appraisal scheme

in order to develop and enhance personal and service performance

2.21 To support the implementation of the Corporate Landlord model and provide

technical support for all council assets.

Financial responsibilities

2.22 Ensure effective financial management, cost controls and income maximisation

of all projects and programmes.

Governance

2.23 Work to ensure that legal, financial, procedural and other provisions governing

the affairs of the council are properly observed and that appropriate action is

taken to protect the best interests of the Council.

Procurement

Page 4 of 7

2.24 Oversee the procurement and contract management of agreements for the

provision of Maintenance services in accordance with the Council’s Standing

Orders, Scheme of Management and legislation.

2.25 Develops, implements and monitors a set of Key Performance Indicators with

maintenance term contractors and other suppliers in order to drive service

improvements and value for money.

2.26 Monitors performance and takes corrective action where necessary.

2.27 Reviews service delivery to ensure that agreed targets are met and makes

proposals to make improvements and meet forecast changes in the level or type

of service.

2.28 Manage the re-procurement of council’s service contracts, to ensure buildings

are maintained up to the current standard.

Risk

2.29 Ensure that operational and strategic risks are considered and appropriate

actions are taken and reporting are put into place to manage these.

Data & Technology

2.30 Ensure all data is recorded accurately and in a timely manner on CAFM or

equivalent including building condition, planned maintenance, inspection

certificates / reports, project programmes and other relevant information which

will be subject to regular audit.

2.31 Use technology effectively with colleagues to improve the effectiveness and

efficiency of services delivered

2.32 Be responsible for ensuring the data quality of all information related to the

duties of the post and record on the systems used including full use of a CAFM

system when operational

2.33 Work collaboratively and efficiently using the CAFM dashboard system to

accurately report service data and costs by premises, assets, services and

collate information, monitor performance and produce a range of statistical

facts for reporting.

Commissioning, Contacts and Relationship Management

2.34 Ensure both in house and contracted services are able to meet contractual

obligations / performance standards and are efficiently delivering on and

satisfying the Council’s required standard.

2.35 Excellent communication and advocacy skills both orally and in writing to work

effectively at all levels and deals with complex issues and potentially

contentious matters in a persuasive and sensitive manner.

2.36 Build positive working relationships with internal departments, contractors and

resolve issues collaboratively.

Council vision and values

2.37 Contribute to the promotion of Merton Council’s visions and missions, including

adopting a “One Team” approach. Role model the values and behaviours of the

organisation and be an ambassador for and represent the Council at all times

2.38 Ensure at all times that a corporate view is adopted and prepare responses to

enquiries, FOIs and complaints (both internal and external) in a timely manner.

Equality, Diversity & Inclusion

2.39 Be committed to equality, diversity and inclusion, and comply with the Council’s

equality related policies/procedures, and to treat others with fairness and

respect.

Health & Safety

2.40 Ensure that the Corporate and Departmental Health and safety policies

are implemented at all times and to raise any concerns regarding their operation

or any health and safety matter with the appropriate senior line manager.

Other

2.41 Perform any other duties that may be reasonably be required and

commensurate with the salary and grade.

Work style

2.42 Able to undertake site visits, work outdoors and with minimum supervision.

2.43 To carry out any duties relating to urgent/critical/crisis/emergency matters,

including working outside of normal working office hours where required in an

emergency.

2.44 Willingness to adhere to the Council’s office / place of work attendance

policy which is currently 60% in the workplace (unless otherwise advised),

ensuring appropriate cover by the team Monday to Friday.

Deputising

2.45 Provide cover for Head of Facilities Management as required