Job Description Quantity Surveyor and Estimator

Main purpose of the job

To manage and support the Asset & Contracts section of the Property Directorate with key responsibilities for the following areas:
• Assist in the Cost Management of Contracts for the Property Directorate
• Preparation of tender documents and Specifications for the Property Directorate
• Undertake Affordability Analysis on behalf of the Property Directorate
• Evaluation of Contractor Costs in accordance with tender requirements
• Undertake Value Engineering across Schemes with the Project Managers.
• Health, Safety, Quality and Environment (HSQE) policy and procedures for the team
• Providing cost advice to the team
• Provide an Estimator function on behalf of the in-house capital works delivery teams
• Undertake Valuations, Cost Control, Final Account Reviews and complete all Certification
relevant to Schemes
• Assist in the management of the financial budget for the Asset & Contracts Team

To assist in the planning and development of multi-year programmes of work matched to available funding/investment across the full asset base for Adra.

To ensure that close working relationships are established and maintained with the Repair and Maintenance operations and Capital Investment Planning and Delivery Team within the Property Directorate structure of Adra to eliminate any duplication in effort and to work towards a holistic
approach to maintenance & investment within Adra’s Asset base.

To support the delivery team in respect of effectively communicating relevant and pertinent changes to legislation and to reflect any updates to Adra’s policies and procedures. Financial Management of WHQS/Planed programme works as required.

Key responsibilities

General
• Prepare reports, information and statistics on development activity and attend meetings as required.

• Maintain awareness and up to date knowledge of changes in current legislation, including Building Regulations; Town and Country Planning Procedures; British and EC Standards; Health and Safety Regulations; Decent Homes Standards; Housing Corporation guidelines and goodpractice.
• Ensure that Adra’s equal opportunities policy, health and safety policy and customer service policies are complied with through all procurement activities, and that all work is undertaken in accordance with relevant codes of practice and legislation.
• Ensure that you work within the parameters of Adra’s Health, Safety, Quality and Environment (HSQE) policy and procedures.
• Ensure Best Value is achieved in all aspects of development.
• To assist in the development of an annual asset management plan, incorporating a detailed 5 year asset management strategy and an indicative 30 year asset management strategy within the constraints of Adra’s business plan.
• To be responsible for cost management on all programmes of work for each financial year based on the requirements of the stock, generated from the asset management system
• To assist in the procurement, management, monitoring and delivery of the investment and development programmes for Adra.
• Cost Management of Contractors and Internal delivery teams as required
• Management of Budgets and Contract Administration Procedures
• Utilisation and Development of Bespoke Management Systems, and templates to monitor costs across the schemes for the Property Directorate
• Financial Reconciliations and Reporting
• To agree both pre-construction and post construction costs (in conjunction with Project Manager etc), including the sign off of valuations for payment.
• To manage regular cost meetings and attend and contribute to regular meetings, as required.
• To control the collection of attribute data from contractors to maintain property records in accordance with procedures.
• Ensure the effective preparation of specifications, schedules of work and contract conditions for the improvement of Adra properties.
• To monitor progress and produce regular reports to Finance.
• To deputise as cover for absences, sickness and holidays as and when required in the team.
• To ensure that all Adra’s Corporate Policies are implemented and promoted within the
Property Directorate, in particular:
• Health, Safety, Quality and Environment (HSQE)
• Equality and Diversity
• Risk Management
• Performance Management
• Data Protection
• Welsh Language Policy
• Code of Conduct

Financial Control
• Ensure that effective controls are exercised in respect of project costs and specification.
• Establish, prepare, administer and control project budgets.
• Monitor financial performance against targets and take action as appropriate.
• Develop each project within Adra and Welsh Government guidelines ensuring that the
company’s standing orders, financial regulations and internal procedures are met and that
approvals are obtained prior to formal commitments being made.
• Undertake feasibility reports on proposed new projects taking account of funding and general
resource arrangements.
• To include in all stock investment programmes and environmental initiatives, wherever
possible that financially viability is achievable.
• Develop financial planning and budgetary strategies for the Property service to maximise
income and maintain viability
• To ensure detailed forecasting, monitoring and general management of profiled expenditure
plans.
• To prepare accurate monthly profiled expenditure plans for all categories of investment/capital programmes planned maintenance programmes and regeneration programmes.
• To manage and drive ‘value engineering’ aspects of programme to ensure best quality/mostcost effective delivery of programme.
• To report to the Adra Finance on budget management and budget requirements of the investment programme.
• To advise in conjunction with the Property Team the timetable for necessary approval for the investment budget and programme.
• Evaluate data on improvement schemes particularly as regards costs. Ensure the data is accurate, consistently and effectively investigated challenged and refined to enable the overall programme to be managed effectively.
• To prepare task orders including affordability checks for each contractor/sub-contractor/suppliers in accordance with Adra’s procurement protocol and ensuring the
effective preparation of specifications, schedules of work, resource plans and contract
conditions.
• To monitor the cost management processes (variations, valuations, payments, cash flow forecasts etc) to ensure contractual payment terms are adhered to and Contractors are not put at risk of non payment while maintaining compliance with Adra financial regulations. Liaise closely with the cost Project Manager and produce regular reports to Adra Finance Department, ensuring they meet their respective legislative, company and best practice guidance.
• To develop and set up templates for the Property Directorate to use in terms of cost
management on a range of different types of schemes to assist in cost management. This may be linked to an Asset Database solution.
• Provide and assist in developing detailed cost estimates based on contract documents for the in-house works delivery team to ensure that they are able to competitively price against contracts in the future (this needs to be linked alongside and work on the supply chain contract.

Business Development
• To be an exemplary ambassador and represent the Company at events and meetings.
• To establish and maintain effective, professional relationships with local authority partners, key contractors, consultants, and utility companies.

Service Delivery
• Brief, instruct and control the performance of external consultants, appointed in connection
with specific projects.
• Ensure that Partnership working is promoted and encouraged across Adra
• To provide interim progress reports in relation to the cost management for presentation to appropriate Board, sub group meetings and to Senior Managers within the Property Directorate.
• To contribute to the collation of KPI data to meet internal and external requirements.
• To provide technical support and give advice to other teams to ensure their works are compliant and consistent with the investment programme.
• To promote and maintain a high customer focused service, in full compliance with Adra’s policies and procedures.
• To contribute to the implementation of key performance indicators within all areas andmaintain accurate cost, quality and performance data.

Risk Management
• Ensure appropriate controls are in place to manage and reduce business risk and monitor to ensure effective making adjustments in line with internal audit recommendations.
• Promote a risk awareness culture within the Asset & Contract delivery teams.

Corporate Role
• Participate in the compilation of the annual Corporate and Business Plans and Key Performance
Indicators as appropriate (utilising benchmarking information).
• To be an active and effective team member liaising with members of the Management Team
on all matters of corporate management and the development and promotion of the Company’s objectives and values.
• To monitor performance against Best Value guidelines, provide on request, information via business plans, delivery plans and similar documents.
• To keep abreast of relevant policy changes/changes to legislation and dissipate to appropriate members of staff and update internal processes and procedures where appropriate.
• To lead the development and improvement of working methods, systems and procedures tomaximise performance and efficiency.
• Responsible for producing and responding to new policy initiatives, as required
• To ensure appropriate consultation on key asset management and investment strategies
• Ensure that staff are effectively recruited, managed and motivated so that Adra’s objectives are met

Board of Management/Governance
• Prepare activity, progress and performance reports to be presented to the Assets and Investment Manager as required
• Manage the overall compliance are processed and Welsh Government returns are provided to ensure that Adra meets regulatory standards.
• To ensure that Adra meets all its obligations with regards to the requirements of the Controlof Asbestos Regulations 2006
• To undertake report writing and other tasks in response to the teams role in the governance, inspection and regulatory processes.
• Make a positive contribution within the Directorate, in the review and implementation ofpolicy and procedures.
• To foster constructive and collaborative working relationships with stakeholders and partnerorganisations.
• To promote and comply with the provisions of Adra’s Equality and Diversity Policy

Performance & Quality
• To ensure the effective and efficient handling of complaints.
• Ensure that projects are delivered to Company standards, within budget and on schedule.
• Utilise and contribute to the development of IT systems to continually improvement theperformance and efficiency of the Property service.
• To ensure all works contracts are effectively managed achieving all targets set in terms of cost,
and quality of specification
• To be responsible for assisting in the management of the annual budget and provide monthlydetailed cost forecasting to senior management.
• Ensure the most effective procurement methodologies are used and that all the Adra’s policiesand financial and contract regulations are adhered to.

Staff Management
• The post holder may be required to work evenings, weekends and occasional public holidays,in order to meet service requirements and specifically to carry out consultation and representational tasks with residents and other stakeholders, and to provide cover foremergencies
• All employees are expected to maintain to participate in training activities necessary to theirpost.
• All employees are expected to maintain to participate in training activities necessary to their
post.

Person Specification

Qualifications

Experience, knowledge and skills

Other

Language skills