Careers

Company Information and Introduction:

Oaklee were established in 2001 with a strong social purpose, a charitable 'not for profit' status and we continue to work to play a significant role in delivering much needed housing. We are driven by our mission to change people's lives by providing them with secure and stable homes which enables them to live, thrive and prosper.

Vision: We aim to provide great homes that are of a high quality in safe vibrant neighbourhoods:

• where our customers receive high quality responsive services that meets their needs and expectations

• through collaboration with our statutory and voluntary partners to respond to housing and support needs

• by challenging the norm and constantly seeking out ways to improve and innovate.

Oaklee is an approved housing body, a member of the Irish Council for Social Housing (ICSH), and an active member of the Housing Alliance.

Job Title: Scheme Co-Ordinator

Department: Housing Operations

Main Scope of Job: Day to day administration/operation of the scheme.

Responsible to: Housing Officer

Reporting to Job Holder: Cleaner and Facilities Assistants

Salary: Level 2, Point 1 €31,569 FTE (€21,330 pro rata for this role)

Key Responsibilities and Duties:

MAIN RESPONSIBILITIES

Tenancy Management:

• To introduce new tenants and prospective tenants to the Scheme and facilitate a viewing of the property and facilities on site.

• To assist the Housing Officer in interviewing nominations to establish their suitability for the scheme.

• To complete an initial assessment to identify medical history and support needs.

Monitor and review tenants needs where appropriate.

• Create and implement risk assessments. Ensure that they are followed and updated as required.

• To provide support and guidance to tenants while empowering and enabling them to live independently.

• To visit/check in with tenants regularly, particularly those with high support needs (currently in receipt of a home care package) who are house bound.

• To advise and sign post tenants to appropriate services i.e. Social Welfare Office, Social and Support Workers, Chiropody, GP’s, and any other local services.

• To support tenants in making appointments with external agencies. Engage with relevant agencies to ensure that wellbeing concerns are addressed in a timely manner.

• To liaise with tenants’ families, medical personnel, social workers, care/support workers and any other appropriate services supporting the tenant.

• To deal with emergencies and obtain assistance where appropriate.

• Advise and refer any cases of Anti-Social Behaviour to the Housing Officer to action.

• Create and maintain accurate computer-based tenant records.

• To update and maintain tenant records and advise the Emergency Call Centre of any changes.

Scheme Management:

• Maintain close liaison with line management concerning general management, maintenance and security of the scheme.

• Liaise with Property Services and Contractors to report/follow up repairs needed.

• Carry out empty homes’ inspections in conjunction with the Property Services Team.

• Manage facilities at schemes by ensuring stocks are replenished, room bookings e.g. guest rooms and communal rooms for internal or external purposes.

• To organise fire drills, complete weekly testing of the fire alarm and check alarm systems as specified.

• Ensure regular testing and recording of tenants’ emergency call system.

• Ensure the safety of our tenants and buildings. This includes completing scheduled scheme specific checks, Health and Safety checks, testing Fire Alarms, Daily System checks and recording results.

General Duties:

• Carry out general administrative duties as required.

• Respond to any complaints and incidents and liaise with the Housing Officer to address these.

• Manage petty cash for the scheme and maintain accurate records of payments.

• Lodging of cash from laundry and guest room bookings.

Key Skills and Competencies:

Essential Requirements:

• Minimum Level 5 Qualification awarded by the National Qualifications Framework (NQF) QQI in a Social Care area, Healthcare

• IT Literate and good literacy and numeracy skills. Microsoft Office including Word, Excel and Outlook.

• Strong interpersonal and communication/listening skills.

• Clearly demonstrated tenant focused approach.

• Ability to work under pressure.

Experience and Knowledge:

• Experience of working with and supporting elderly and/or the vulnerable.

• Experience of working in a care environment.

• An understanding of supporting people with specific needs.

• Understanding and adherence to professional boundaries.

• An understanding of safeguarding responsibilities.

• A working knowledge of health and safety regulations applicable to the role.

• Ability to advocate, advise and support tenants in engaging with external service providers.

• Ability to use initiative, work under pressure and make sound judgements analysing multiple information sources.

Job Types: Part-time, Permanent

Pay: €31,569.00 per year

Expected hours: 25 per week

Schedule:

Monday to Friday

Work Location: In person

About Oaklee

Oaklee has 2143 homes owned and under management across 21 counties. We are driven by our mission to build a strong business with a social purpose, and to be a leading provider of quality customer focused housing and support services.

Oaklee’s Guiding Purpose

Oaklee exist to provide affordable homes and the supports needed to enable people and their communities to live, thrive and prosper.

To also deliver safe, secure homes for people and we believe we have the right foundations from which we can achieve great things.

Oaklee’s Mission is to change people’s Lives by providing them with secure and stable homes which enables them to live, thrive and prosper.

We do this by creating more sustainable and inclusive futures for people and communities through great housing.

Oaklee’s Values

We work with AGILITY

We work with EMPATHY

We work with AMBITION

JOB TITLE: Property Assets Officer

DEPT: Housing Operations

REPORTING TO: Senior Property Officer

DIRECT REPORTS: Facilities Assistant

Caretaker / Maintenance Assistant

HOUR PER WEEK: 37

LOCATION: Midlands Region, working out of Tullamore Office (Note: properties will be in other counties and there is a requirement to visit as and when required.)

SALARY: Scale L4P1 €53,917 – L4P5 €60,276

INTERVIEW DATES: Estimated 20th – 21st March 2025.

Key Responsibilities and Duties:

PURPOSE, ACCOUNTABILITIES AND SCOPE

To provide a customer centred, efficient responsive maintenance service to our tenants. To ensure all property services are delivered to a high quality and in line with Health & Safety requirements across all our homes and estates. To collaborate with a range of stakeholders, contractors and departments to deliver our maintenance service and ensure our assets are of the highest quality. The role is varied and may include property surveys, contractor procurement & management, stock condition surveys, defect diagnosis, quality control inspections, report writing and the ability to provide a quality service under budgetary requirements set.

The goals for this role are:

• Deliver repairs to existing and empty properties as set out under contract conditions.

• To be responsible for the day-to-day operation of the repairs and empty homes contracts through effective contract management, ensuring high standards of performance at all times.

• To liaise with contact centre, housing management, development, tenants and contractors to support the delivery of the repairs and alterations service, responding to any requests for support in a timely manner.

• To carry out timely property surveys in response to any requests from housing staff, tenants or contractors, make recommendations demonstrating VFM (Value For Money) and resource efficiencies.

• To ensure all repairs to empty homes are completed out in a timely manner and to high quality to increase satisfaction and reduce times homes are vacant.

New Scheme Onboarding & Defect Management

• To set-up service contracts required

• To respond to correspondence and queries from tenants during the moving in period

• To manage snagging and liaise with scheme developer/ Development department to ensure snagging is completed.

• To highlight defects within liability period to scheme developer/ Development department.

• Report any latent defects to development department.

Asset Management

• To carry out detailed surveys and develop detailed specifications to be used in ad-hoc refurbishments and upgrades.

• Ensure all new homes meet Oaklee’s standards prior to letting.

• When required, assist with delivery on planned and cyclical programmes in line with existing policies and procedures, and communicating these to colleagues and tenants.

Stakeholder Partnerships and Performance Management

• To provide a high quality service and customer experience for all of Oaklee tenants

• Complete or support with procurement exercises as and when required for any services required in your area.

• To develop and foster effective working relationships and partnership with contractors to ensure delivery of services in terms of quality, cost and overall customer satisfaction

• To highlight any variations and work proactively with the contractor to agree corrective measures in a timely manner as per contract conditions set.

• Ability to manage any current or future contracts that will be used as part of the Property Assets officer role.

• To Comply with current GDPR legislation when dealing with multiple stakeholders.

• To work closely with Housing Management, Finance, Development, Services Contact Centre teams and all other stakeholders including Local Authorities, Managing Agents, RTB and HSE to ensure smooth delivery of all property services to tenants.

• To work constructively with all Oaklee appointed contractors and other service providers to ensure an environment of constructive challenge and continuous improvement.

Management of stock

• To Assist the Senior Assets Officer on updating stock information on completion of any component replacement works, ensuring the data reflects the actual condition of the properties.

• To assist the Senior Quality and Compliance Officer to maintain accurate compliance records that demonstrate Oaklee is meeting its statutory obligations including but not limited to gas, fire, electrical and water safety.

• To prepare written property reports for use by insurers or colleagues.

• To compile any documentation required for processing insurance claims on Oaklee stock when required.

Monitor Value for Money and performance KPIs

• To manage all designated budgets and monitor costs and spend v budget. Ensure VFM (Value For Money) efficiencies are carried out through services.

• To ensure prompt execution of the payment process to service providers.

• To monitor, report and comment on all property related activity to enable timely reporting against KPIs.

• To follow all agreed procurement and contract management policies and procedures

Supervision of Assistants

• To supervise the day-to-day work of the Facilities Assistants

• To provide guidance and advice to Assistants

• Carry out PDR (Personal Development Review) on the Facilities Assistant/ Caretaker/ Maintenance Assistant and agree on development plans through proper approval procedures and processes.

Effective collaboration and teamwork

• To actively participate in all training and development as provided by the organisation.

• To work effectively and collaboratively with Management and Property Services team and wider group colleagues to achieve and support key objectives.

Robust Health and Safety management

• To be responsible for ensuring that contractors always adopt a robust approach to managing health and safety and operate safe systems of work so that the safety and wellbeing of tenants and visitors always remains a key priority.

• To be accountable for effective compliance in key areas of safety including Mechanical & Electrical Compliance (gas, oil, fire detection & alarms, legionella, lifts etc.); Safety, Health and Welfare at Work (Construction) Regulations; Fire safety and Asbestos

• To ensure services meet the housing regulatory requirements and that homes meet the housing rental standards along with Oaklee Standards set.

• To highlight any emerging safety risks and liaise to take action as required.

Key Skills and Competencies:

Education

• Level 6 Certificate/Advanced Certificate or equivalent in a surveying, building services or property management related discipline

• Degree in surveying, building services or facilities management (desirable)

• Relatable PRSA licence for Property Services (desirable)

• Have current qualifications or/and experience to allow for ability of a relatable PRSA license application for Property Services.

Experience

• A minimum of 3 year's relevant experience in construction or estate management.

• Experience of contract management and working to procurement regulations.

• Ability to Control and Maintain Budget while still providing a quality service to tenants.

• RTB process (desirable)

Technical Skills

• High level of skills on Microsoft Office including Word, Excel and Outlook

• Possess a current valid driving licence and have access to own car

• High standard of both verbal and written communication skills and ability to adapt these to the audience.

• Housing management System experience (desirable)

Knowledge

• Sound knowledge of building construction and knowledge and experience in the diagnosing of repairs to domestic dwellings and buildings.

• An understanding and appreciation of the Social Housing environment and our tenants' needs

• A strong knowledge of health and safety regulations and a commitment to keep this knowledge up to date and current.

Personal Attributes

• Able to work to demanding deadlines and problem solving to address the issue

• An ability to prioritise tasks and situations and organise own work.

• A passion for delivering a customer centred service

• Relationship building skills Influencing and negotiation skills

• Empathy and listening skills

• A commitment to Oaklee's Values

Closing date for submitting CV is 5pm, 10th March 2025

Please note, Oaklee Housing reserves the right to create a reserve list following the interview process.

PLEASE NOTE: The panel may enhance the criteria to facilitate short-listing.

Oaklee Housing is an Equal Opportunities Employer

Job Title:                     Facilities Coordinator

 Reporting to:            

SHB#1Contract Manager

 Responsible for:       

Coordination of Statutory and General Cyclic Maintenance facilities and tenancy management across all Comhar social housing schemes.

Main Scope of Job:     

Coordination and scheduling of Subcontractors and Technicians to provide a contractual compliant Cyclic Maintenance scheduled including all Statutory Maintenance. Supporting the SHB#1 Contract Manager in delivering an effective and responsive maintenance provision within defined service level agreements.

Location:                   

The position can be based in a Choice Services office in either  Belfast or Dublin and agreed as in conjunction with home working policy. The main housing schemes cover 6 different locations in Leinster and there maybe occasion when further travel is required. It is an expectation to regular visits each scheme on a monthly basis to inspect and review performance of in house and supply chain performance.

Overview of Post:

To coordinate the Facilities Management aspects of our Contract for the delivery of services for the PPP Operations Company including Facilities Management (eg maintenance, grounds maintenance, waste, pest control, common area cleaning, caretaking, security), Statutory Compliance (Fire Safety, Gas, Lifts, Legionella) part of Social Housing Bundle 1 PPP Project (534 dwellings).

Develop and co-ordinate the overall annual schedule for all aspects of Cyclic Maintenance Compliance to a value of Circa £800k per annum.

Ensure external contractors attend site as per maintenance schedule and that all necessary documentation including RAMS and training certificates are available in advance.

Control all expenditure relating to service need included purchase order management and payment approval

Ensure adequate consumables and materials are available to deliver a compliant service .

Review Supply Chain reports and certificate to ensure generation of any required remedial work orders.

Support in management of the total annual service spend.

Set up and challenge existing processes - including site and planned maintenance procedures.

Coordination of all soft service contracts including cleaning, site security, waste disposal and grounds maintenance. This includes managing relationships and tenders; point of contact for day-to-day supplier and Staff queries; setting up and automating processes.

Job summary:

 Choice Services is a subsidiary of the Choice Group and is working with Oaklee to deliver planned and reactive  maintenance services as part of  the first PPP  Social Housing  Contract in Ireland comprising of  534 newly constructed homes

We are currently recruiting for a Facilities Coordinator to join our team on a permanent basis at our new flagship Development at Northern Cross Dublin 

As Facilities Coordinator, you will be responsible for organisation and management of  contractors at various sites - coupled with maintaining technical documentation and managing and reporting of various KPI’s on the contract along with maintaining technical Documentation 

Key Services we are providing:

• Building and Asset Management

• Change of Tenancy works

• Small Works and Adaptations

• Grounds Maintenance

• Cleaning

• Fire and Emergency

• Security

• Waste Management and

• Pest Control

Duties:

Facilities Contract Management

• Contracted Services –Coordinate and implement key facilities services

• Quality – monitoring quality measures \ KPI’s and driving continuous improvement

• Programme Works – schedule direct service works to Engineers / Contractors as required and identify and remedial works required

• Coordinate Planned Preventative Maintenance (PPM) regimes

• Procurement – Monitor value for money services and budgets 

• Utilities / Energy Management – monitoring consumption and seeking opportunities to minimise costs

• Schedule Choice Services Technicians and sub-contractors

• Ensure all Cyclic Maintenance is completed in line with annual delivery schedule.

• Ensure all contracted  works meet statutory compliance and safety standards across portfolio

• Deputise for other staff as and when required

Performance Management

•  Service Level Agreements –ensure SLA’s are closely monitored and adhered to

• Performance Management – assist in analysing key performance data, measuring effectiveness of service delivery, minimising contract failures

• Reporting – using key IT Systems (e.g. ActiveH,  Connect) to provide accurate daily weekly and monthly KPI Reporting

Financial

• Assist in the effective management of the overall delivery budget, ensuring they are managed to deliver best value for money.

• Directly responsible to report on the Cyclic Maintenance expenditure through the year.

• Responsible for controlling expenditure to Supply Chain and ensure all purchase orders are managed.

• Coordinate all designated budgets, reporting regularly on spend v budget. Escalate any areas of significant variation to the Contract Manager and Commercial Manager promptly along with any proposals to correct the variation

Health & Safety

• Manage all key property statutory related risks, ensuring regular review of all risks and maintaining measures to mitigate such risks.

• Support the Contract Manager/ Commercial Manager in ensuring ongoing assurance of Choice Services legal obligations in respect of Statutory Health and Safety including: -

• Mechanical & Electrical Compliance (gas, oil, fire detection & alarms, legionella, lifts etc.),

• Safety, Health and Welfare at Work (Construction) Regulations

• Fire safety

• Staff safety & wellbeing (lone working, driving, equipment, PPE, stress, etc.)

• Ensuring services meet the housing regulatory requirements and that homes meet the housing rental standards along with any other statutory standards

• Ensure all contractors operate safe systems of work and that the safety and wellbeing of tenants and visitors remains a key priority at all times.

• Maintain current knowledge of all relevant health and safety matters and ensure that any changes in any health and safety regulatory or good practice requirements are reviewed and applied as necessary.

Stakeholders / Colleagues

To liaise with Contract Manager, Commercial Manager, Property Manager Maintenance Supervisors, Programmers, Engineers, the Choice Services Centre, Housing Managers, Finance, Energy and Assets teams and other organisation staff to ensure compliance with all processes and deliver an effective service to Tenants.

Liaise with Key Stakeholders, Operations Company, Local Authority, Tenants, Local Groups as required

Assist in meeting all KPI targets set eg first time fix, appointments kept, completion dates and productivity levels.

To provide monthly reports on performance and issues arising, making recommendations where appropriate.

Other

• As a member of a team delivering services to our clients, you will be expected to be flexible and adaptable to work.

• Attend each scheme in person to complete Quality Audits.

• Staff Engagement – To mentor other staff on good working practices.

• To monitor performance of the internal service provided, provide feedback to colleagues and to assist in improving the overall maintenance service.

   

GENERAL:

Staff are required to be flexible in their work and to co-operate with their colleagues for the efficient, effective and economic operation of the Organisation.

Staff may be required to undertake a secondment or placement elsewhere and the Organisation reserves the right to make such an arrangement where it believes this will benefit the Organisation.

 Any other tasks the FM Contract Manager may deem within scope and capabilities.

Closing date for CV’s  is 5pm, Friday 4th April 2025