Role Title: Corporate Services Manager Reporting To: Chief Executive Grade: EVH Grade 9 SM1 – SM3 Job Purpose: To lead on the delivery of robust governance arrangements for the Association, providing support to the Board of Management and an executive support service to the Chief Executive. To lead the Corporate Support Team to ensure the provision of a high quality, customer focused, corporate support services covering governance, performance, communications, office facilities, health & safety and information management. To be an effective member of the Senior Management Team, working collaboratively with the Chief Executive, Board and other senior management colleagues and contributing to the Association’s strategic direction. · To ensure effective governance arrangements are in place and provide support to the Board and committees including supporting the delivery of the Company secretary role · To provide a high quality executive support service to the Chief Executive · To ensure effective monitoring and reporting of operational performance · To ensure effective procurement, contract management and budgetary control for corporate services delivery · To act as lead officer for organisational health and safety · To oversee delivery of communications strategy and associated plans · To oversee delivery of facilities management · To ensure the delivery of the Data Protection Officer role and oversee effective data management and response to data access and FOI requests The following list is typical of the level of duties which the post holder is expected to perform or be responsible for. It is not necessarily exhaustive and other duties of a similar type and level may be expected from time to time. Key Responsibilities: Governance · Lead on the development, review and delivery of the Board Effectiveness Policy · Lead the governance effectiveness programme for Maryhill Housing including overseeing Board member training, supporting the Chair and third party provider in delivering annual Board member appraisals and recruitment and induction of new Board members. · Lead the annual assurance process, working with the Board, Chief Executive and other staff members to ensure robust assurance self assessment is completed and evidence bank maintained · Provide expertise and advice in relation to governance, the Association’s rules, the strategic role of the Board and key organisational documents such as the scheme of delegation. · Support the preparation of the governance report as an agenda item to all Board meetings. · Support the delivery of the Company Secretary duties and liaise with regulatory bodies including SHR, FCA and OSCR. · Provide a high quality executive support service to the Chief Executive · Lead on the development, testing and continuous updating of the Association’s Business Continuity Plan · Ensure Board and Committee meetings are compliant with all statutory and regulatory requirements, effectively planned, minuted and a forward plan of meetings and agendas is maintained · Ensure accurate policy schedule is maintained, published policies are kept up to date and policy reviews are scheduled within forward planning. · Ensure the Association’s tenant scrutiny group is effectively supported and recommendations are reported to the Board. · Play a lead role in the development of the Association’s Equality, Diversity & Inclusion Strategy, delivery of the action plan and co-ordination of the EDI working group Performance · Ensure external benchmarking is utilised effectively by the Association to drive business improvements. · Ensure systems and processes are in place to effectively track organisational performance and ensure regulatory performance returns are effectively provided by the Association. · Produce the Annual Report on the Charter and Annual Report on Complaints Communications · Oversee the development and delivery of the Association’s internal and external Communications Strategy including proactive use of print, web and social media. · Oversee the delivery of the Communications Plan, proactive PR, marketing and response to press enquiries · Oversee the delivery of the Association’s events programme for a range of audiences and ensure the programme is delivered effectively. Health & Safety · Act as the Lead Officer for organisational Health and Safety · Ensure effective health and safety administration is in place, follows best practice and is up to date. · Ensure the organisational health and safety approach is regularly audited and audit recommendations are actioned within agreed timescales. Information Management · Lead the development and delivery of the Information Management Strategy and oversee the provision of information in response to requests under legislation. · Ensure compliance with the General Data Protection Regulation, Consumer Credit Licensing, Environmental Information and Freedom of Information. · Ensure effective records management systems are in place, including appropriate document retention timescales, utilising electronic records management where possible · Act as the Association’s Data Protection Officer. Facilities Management · Oversee the delivery of an effective facilities management service at all of the Association’s work base locations and community hub facility · Lead on an office accommodation strategy including refurbishment and sustainability. Value for Money & Budget Management · Act as budget holder for the corporate services budgets, including governance support, office cleaning, printing, stationery, postage, health & safety, PPE and events. · Lead the annual budget setting process for corporate services, undertake monthly budget holder meetings with finance staff to review spend against approved budgets and implement any corrective action necessary. · Working with the Procurement manager, ensure effective procurement contract management of all contracts within corporate services, to ensure value for money and quality of service delivery Organisational · Ensure implementation of the Association’s Equality and Diversity Strategy as it relates to corporate activities. · Build excellent rapport and effective partnerships with customers, stakeholders and contractors · Actively break down organisational barriers to solve problems and deliver the best possible service for customers. · Identify potential cost saving opportunities and deliver value for money efficiencies for the Association. · 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 Manager role · To lead the Corporate Support Team effectively, monitor and supervise work allocations, undertake resource planning, and establish and monitor performance targets, for the following roles: Ø Corporate Officer (Performance Data & Governance) Ø Corporate Officer (Facilities & Health and Safety) Ø Communications Officer · To motivate staff to achieve the best possible results and deliver excellent service to both internal and external customers. · To ensure staff are supported and developed in line with the Achieving Excellence policy through effective induction of new staff, regular 1-1 meetings, coaching, mentoring and training · To produce accurate and timely performance information, data and reports as required for senior staff or Board, including information required for regulatory and statutory returns and agreeing and implementing actions arising from internal and external audits · To be outward looking and ensure that the Association’s Corporate Support Team seek continuous improvement and learn from best practice from within and outside the sector. · Produce clear and concise reports for the Senior Management Team and Board to facilitate appropriate strategic decisions. · Investigate and respond to stage 2 complaints in line with the Associations policies and procedures and current guidance of the SPSO, ensuring learning is captured and implemented into processes and procedures going forward. Corporate Responsibility · To be a member of the Association’s Senior Management Team, acting as a role model for the Corporate Support Team, living our values on a day to day basis · To support the Senior Management Team in the development and review of our Corporate and Annual Delivery Plans and Financial Business Plan and ensure risks are identified, managed and mitigated effectively · Ensure compliance with all regulatory, statutory and legal requirements and other directives · Comply with MH’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 IT to improve efficiency, increase productivity and develop new and existing services and actively promote the interests and activities of the Association through digital and social media. · Produce accurate and timely performance information and data, including information required for regulatory and statutory returns and agreeing and implementing actions arising from internal and external audits