Competency Framework Definitions and Guidelines (to be used as a guide when preparing a personal statement) Introduction What are Competencies and how are they used? A competency is an ability, skill, knowledge or trait that is needed for the successful performance of a job. It is often defined in terms of behaviours. Overall, competencies are a set of behaviours that an individual must possess in order to perform to the optimum level within that role. When used properly, and in conjunction with other working practices and procedures, competencies can ensure fairness, openness and equality in the way we recruit staff, select people for training, identify clear development paths and promote people. The Association recognises two separate types of competency to evaluate an individual’s ability to do a job – Technical and Core. Technical competencies are the experience and knowledge required to carry out the role. As technical competencies are diverse in their nature, the person specification in the job purpose itself will determine these. For example, in order to carry out a role in finance it would be expected that the individual has some prior financial experience, knowledge and qualifications. Core competencies are far broader in their application and apply to all jobs within TVH. This document details the core competencies which TVH recognises as necessary. A completed example of the new style person specification can be found at Appendix A which indicates how competencies are shown. The Competency Framework contains a total of ten competencies and it is considered that to carry out a role at a particular level an individual should possess those competencies that are ‘Core’ for that level. The depth of which these core competencies are required will vary according to each role. Eight of the core competencies apply to all TVH staff irrespective of where they are employed or the precise job an employee does. They are defined in more detail in the following pages: Applied Thinking Results Focus - “Getting things done” Planning and Organising Initiative and Innovation Working Together Managing Relationships (Influencing, Persuading and Negotiating) Continuous Improvement (Striving for Excellence) Customer Driven A further 2 competencies are for management only but may also be used for development roles (i.e. roles which are not currently management level but are seen as “stepping stones” to the next level up.) Commercial Awareness Leadership (Developing and Managing People) To make the competencies more meaningful to individuals we have identified a number of different levels of work within TVH: Vocational Professional Expert Leader The following table provides a guide to the types of role which fall into each category – it is not a precise list of all jobs in TVH. In order to work with this new framework and to start imbedding it into our existing management processes, a discussion should take place between the manager and the employee to define what the competency means for each individual. Vocational Customer service* roles; Reacting to customer requests; Providing a responsive or reactive service; Someone who isn’t a manager of people or service; Someone who has direct interaction with their customers (by phone or face-to-face) A deliverer of service Professional Supervisor/manager of customer service roles; Has professional knowledge/qualification; Uses the knowledge to make decisions within defined parameters Uses own judgement to make decisions *Customers can be internal or external Example jobs by level (please note these are only a guide) Administrator HR Advisor Finance Assistant Financial Accountant Housing Officer Area Surveyor PA Team Manager CSC Officer Development Officer Sales Consultant Expert Leader May have team managers as Responsible for setting/agreeing direct reports; strategic direction Responsibility for 1 or more service; Project management; Consultancy advice; Likely to be considered an “expert” in their field; A facilitator; Will be likely to have a high level of autonomy; Uses own judgement to make complex decisions; Has breadth of decision making responsibility Service Manager Professional/Technical advisor Assistant Director Director Head of Department TVHA CORE COMPETENCY FRAMEWORK Name Applied Thinking Definition Makes use of relevant information to resolve problems, identify opportunities and reach appropriate solutions. Linked Values Enabling Change; Accountability; Customer Focused 2 Results Focused “Getting things done” Achieves successful delivery of tasks and objectives by effectively managing others or taking direct action. Enabling Change; Accountability; Customer Focused 3 Planning and Organising Plans and organises work and activities to meet objectives whilst achieving quality and value for money. Enabling Change; Accountability; Customer Focus 1 Level Descriptors Leader Identifies new business opportunities by evaluating company performance from a range of information Expert Sets Directorate/Departmental priorities by developing solutions to support the business plan Professional Recommends improvements to processes and services at a team level by analysing patterns and trends from information Vocational Solves basic problems within clearly laid out policies and procedures Leader Sets the performance framework for the organisation to meet corporate goals, achieve results and champions improvements Expert Sets the performance framework for the Directorate/Department to meet objectives, KPIs and continuously seeks improvements in delivery Professional Uses Directorate/Department objectives to identify team KPIs to drive service delivery and meet goals Vocational Takes responsibility for achieving individual objectives and contributing to team targets Leader Structures the business plan to deliver key objectives while allocating appropriate resources Expert Develops project plans and identifies departmental activities and resources required to meet organisational goals Professional Delivers the project plan/departmental objectives to plan and budget Vocational Contributes to the team/project objectives by effectively setting own work plan and prioritising key tasks 4 Name Initiative and Innovation Definition Takes a creative approach to work by formulating new ideas or adapting existing ideas in a new or unexpected way to create opportunities. Linked Values Enabling Change; Accountability 5 Working Together Works co-operatively and flexibly across cultures and organisational boundaries to achieve shared goals Respect and Dignity; Enabling Change; Accountability; Customer Focused; Honesty Respect and Dignity; Enabling Change; Accountability, Customer Focused; Honesty 6 Managing Relationships (Influencing, persuading and negotiating) Builds and maintains relationships to achieve positive outcomes for the Association 7 Continuous Improvement (Striving for Excellence) Looks for opportunities to improve (self, products and/or services) 8 Customer Driven* Provides an excellent service to all customers Level Descriptors Leader Develops ways of capturing innovation and creativity across the organisation and delivers through others Expert Plans and implements new ideas in the long to medium term and takes the lead in delivering change within Directorate Professional Develops and implements initiatives at a local level Vocational Addresses current opportunities by improving and adapting existing approaches Leader Creates a positive team working environment Expert Builds the team to deliver a high quality service Professional Involves others to work towards shared goals and objectives Vocational Works co-operatively with other members of the team and direct customers Leader Extends networks and uses indirect influence to build external relationships to achieve long term strategic organisational goals Expert Maintains networks and plans impact Professional Builds positive and reciprocal relationships that benefit the Association Vocational Builds rapport with colleagues and direct customers/suppliers Enabling change; Leader Creates a continuous improvement environment Accountability; Expert Drives Departmental activity to continuously improve Customer systems and processes Focused Professional Delivers improvements at a team level Vocational Drives self to deliver results and aspirations Respect & Leader Develops the strategy to meet the long term interests Dignity for all; and aspirations of customers Enabling change; Expert Champions and promotes the delivery of quality Name 9 Definition MANAGEMENT COMPETENCIES Commercial Understands Awareness relationship of operational issues to wider business context 10 Leadership (Developing and Managing People) Inspires and motivates others to develop confidence and capability to realise their full potential * Customers – can be internal or external Linked Values Accountability; Customer Focused; Honesty Level Descriptors service to all customers Professional Plans and organises delivery of customer service Vocational Delivers a high quality service Enabling Change; Accountability; Customer Focus Leader Defines and develops TVH’s commercial objectives to maximise the organisation’s financial wellbeing Expert Delivers the commercial objectives Professional Understands the purpose and content of the Corporate business plan Vocational Demonstrates awareness of commercial aspects of the business Respect and Leader Leads the organisation to deliver high performance Dignity; Enabling Expert Is a role model for effective leadership change; Professional Supports team development Accountability; Vocational Gives basic direction and instruction Customer Focused; Honesty Applied Thinking Makes use of relevant information to resolve problems, identify opportunities and reach appropriate solutions Positive Indicators Leader Identifies new business opportunities by evaluating company performance from a range of information. Makes decisions that others consider risky but has done the detailed thinking and has well considered planning to back it up. Uses analytical techniques to analyse a range of data. Evaluates risk effectively Takes timely action to remedy inadequate, unreliable or ambiguous information. Conducts an in-depth analysis of a complex situation and sets a plan of action for others to follow Demonstrates innovation and creativity in solving complex problems or creating solutions Expert Sets Directorate/Departmental priorities by developing solutions to support the business plan Analyses the information to identify facts, patterns and trends that may impact on decisions Draws conclusions supported by reasoned arguments and reliable information, clearly stating any assumptions made and risks that may be involved Looks for alternative solutions and chooses the one that gets the best results for the business and the customer Anticipates obstacles and thinks ahead; considers the next steps in complex situations Uses theoretical knowledge or past experience to inform current situations. Professional Recommends improvements to processes and service at a team level Looks at data and identifies key issues. Identifies causes and effects and uses this thinking to priorities issues and recommend improvements Reviews mistakes and learns from them to inform decision making Bounces ideas off others to understand how they might tackle a problem Breaks down a problem into manageable parts Vocational Solves basic problems and acts on opportunities as they arise Identifies accurately the main points from available information Follows preset procedures where required Draws on common sense and past experience to identify and approach areas for improvement Solves routine customer needs without assistance Knows when to escalate an issue or problem Results Focused (“getting things done”) Achieves successful delivery of tasks and objectives by effectively managing others or taking direct action. Leader Sets the performance framework for the organisation to meet corporate goals, achieve results and champions improvement Works with the Board and Executive team to identify corporate goals and objectives, taking business, government and legal priorities into account Achieves results through improving Board and Executive team capabilities and skills Delegates objectives appropriately Uses performance metrics and KPIs to track performance delivery Re-allocates resources as required to meet corporate objectives Expert Sets the performance framework for the Directorate/Department to meet objectives and continuously seeks improvements in delivery Takes responsibility for Directorate/Departmental results Establishes success and measurement criteria Sets responsibilities Enrols the support of others for achieving objectives Adapts to the changing political, economic and social environment to ensure delivery of results Ensures compliance with government and regulatory standards Holds people accountable for their actions and performance Identifies and rectifies shortfalls in performance at departmental level Challenges existing working practices to improve service delivery Professional Identifies team KPIs to drive service delivery Delivers results on time and within budget Manages resources effectively Understands the principal of collaborative working and partnership Focuses on quality and quantity of output to achieve measureable success Identifies and rectifies shortfalls in performance at team level Holds regular review meetings with staff to ensure individual objectives are on target Vocational Contributes to team targets Understands own work targets and how they impact on others Takes responsibility to ensure commitments are met Ensures that objectives are achievable within already agreed commitments Regularly reviews progress of tasks Keeps people informed of progress on key tasks Agrees appropriate success and measurement criteria Evaluates completed tasks Planning and Organising Plans and organises work and activities to meet objectives whilst achieving quality and value for money Leader Structures the business plan to deliver key objectives while allocating appropriate resources Contributes to the development of a vision for the organisation Identifies strategic activities to achieve the vision Continually reviews and updates strategies as necessary Uses organisational goals to evaluate and prioritise objectives Ensures the principles of corporate risk management are met Sets the agenda for creating policies that are consistent with values and mechanisms of the business Expert Plans and implements new ideas in the long to medium term and takes the lead in delivering change within Directorate Integrates departmental plan with activities of other departments Reviews and agrees changes to plans and adapts objectives to meet changing needs Sets medium range plans for a whole specialist function or key organisational project Identifies and sets SMART departmental objectives demonstrating clear links to organisational goals Establishes success and measurement criteria Professional Delivers the project plan/departmental objectives to plan and budget Identifies information needs and ensures systems and resources are in place to deliver Uses project management techniques to deliver projects to plan and budget Sets out clear, realistic plans and objectives Negotiates effectively over deadlines, quality and quantity Vocational Contributes to the team/project objectives by effectively setting own work plan and prioritising key tasks Manages own work to deliver on time ensuring accuracy and quality meets agreed performance standards Keeps relevant parties informed on the progress of tasks Plans a wide range of simple tasks or a smaller number of complex ones Identifies and highlights potential obstacles in achieving objectives Prioritises work to deliver objectives Ensures that objectives are achievable within already agreed commitments. Initiative and Innovation Takes a creative approach to work by formulating new ideas or adapting existing Leader Develops ways of capturing innovation and creativity across the organisation and delivers through others Encourages innovation within the organisation including an open attitude to radical or unusual ideas Provides feedback guidance and encouragement for others’ ideas Leads by example through identifying new ideas and seeking feedback Develops opportunities for creative thinking and supports change Prepared to take risks in the interest of furthering corporate goals and willing to take action to do so Expert Plans and implements new ideas in the long to medium term and takes the lead in delivering change within the Directorate Encourages managers and teams to identify new ways of working and implementing them Champions cross-departmental initiatives and problem solving Evaluates the practical implementation of new ideas in terms of time, value for money and benefits to the organisation Is a focal point for improving working processes across the Directorate/Department Consults where appropriate but takes action when necessary Praises innovation and initiative, highlights best practice Professional Develops and implements initiatives at a local level Positively challenges existing methods and delivers improvements to working processes Leads in delivering change in own team Encourages team to identify areas for improvement in service delivery and implements them Actively listens to and considers ideas presented by others Vocational Addresses current opportunities by improving and adapting existing approaches Does not wait to be asked to get on with things Performs well in brainstorming situations Looks beyond the obvious; devises new approaches to challenges Volunteers information Volunteers for working parties Generates new ideas and suggestions for improvements to ways of working Consults colleagues to identify possible solutions Able to work on own Working Together Works co-operatively and flexibly across cultures and organisational boundaries to achieve shared goals Leader Creates a positive team working environment Is a role model of co-operative behaviour Commits time and resources to team-based projects Sets and communicates expectations for teamwork and collaboration across the organisation Gives credit and acknowledges contributions and efforts of individuals who contribute to team effectiveness Expert Builds the team to deliver a high quality service Proactively shares knowledge, expertise and learning experiences with colleagues and partners Seeks ideas and input of colleagues in own and other teams to make the best use of expertise and improve team performance Understands team dynamics and works to harmonise energies of the team Establishes communication networks across directorates and with external partners that are truthful, open and honest Encourages high performance in others in challenging situations Professional Involves others to work towards shared goals and objectives Delegates effectively Provides clear feedback to team members Addresses conflicts or issues within the team in a positive open manner Willingly shares information and best practise with colleagues and partners Encourages views from those with different disciplines and perspectives Helps others think through issues Takes time to learn about and understand other organisations and cultures Champions success Vocational Works co-operatively with other members of the team and direct customers Willingly co-operates Respects the diversity within teams Asks for help or advice when needed Recognises and assists fellow team members who are under pressure Speaks positively of others Recognises that the ways of getting things done may differ in other departments/communities/organisations Balances competition with collaboration/co-operation Managing Relationships (Influencing, persuading and negotiating) Builds and maintains relationships to achieve positive outcomes for the Association Leader Extends networks and uses indirect influence to build external relationships to achieve long term strategic organisational goals Negotiates more complex agreements with Association-wide impact Actively manages external contacts as a business network Identifies and makes use of events for developing networks Actively “lobbies” and wins support from key external and internal stakeholders Ensures that people likely to be affected by any new activity have been involved in developing the activity Expert Maintains networks and plans impact Maintains and develops a range of contacts and keeps them informed. Negotiates difficult agreements with impact Sells ideas by linking them to other values, needs and goals Advises others and deals with sensitive issues in difficult situations inside and outside own area Presents relevant and reasoned arguments Presents own point of view with conviction Elicits views of others and uses them to develop counter-arguments Professional Builds positive and reciprocal relationships that benefit the Association Actively listens to the feedback and views of others and encourages two-way communication Tailors an approach to appeal to the needs of a particular audience Resolves sensitive/contentious issues in own area Adapts and develops arguments to achieve desired results Encourages all team members to make useful contributions Identifies when team members need support and provides it Responds positively to the contribution of other team members Vocational Builds rapport with colleagues and direct customers/suppliers Actively gets to know others Uses active listening skills to demonstrate interest and curiosity in what is being said Recognises cultural differences and acts accordingly Makes personal commitments in order to build trust and credibility Shares learning and information with colleagues Presents oral and written communication effectively and appropriately according to the recipient Refers positively to the organisation, its people and services Encourages colleagues to contribute in teams Continuous Improvement (Striving for Excellence) Looks for opportunities to improve (self, products and/or services) Leader Creates a continuous improvement environment Analyses approaches and options to determine what will deliver desired commercial outcomes Continually reviews progress against corporate goals and deals with shortfalls in performance Creates an environment for others to strive to deliver goals Works with internal and external peers to identify best practice methods, systems and practice to improve TVH’s performance Identifies the consequences of redesigning services and the follow-up support required Understands how services could be integrated more effectively Expert Drives Departmental activity to continuously improve systems and processes Encourages employees to introduce improvements to the way things are done Sets standards for quality and best practice in the Directorate/Department’s work Shares ideas and concepts with colleagues to generate improvements for all Champions ideas that have the potential to add value to the overall objectives of TVH Ensures that change is communicated appropriately Sets and works to meet “stretching” goals and objectives for self and team Makes creative suggestions about how own service can help do things better Takes the initiative to implement change and improvement by generating high levels of action and commitment in self and others Professional Delivers improvements at a team level Participates in identifying improvements and new ways of working to improve team’s work Continually strives to remove barriers to excellence Identifies and learns from others to develop best practice Is open minded, imaginative and enthusiastic about the need to change Is aware of individuals’ concerns with respect to change Redesigns processes to empower front-line staff Assesses and measures delivery of work by self and team against specific benchmarks Takes ownership of improvements and sees the appropriate actions are carried out Vocational Drives self to deliver results and aspirations Works enthusiastically to adopt new approaches Looks for solutions when presented with difficulties Takes the initiative to resolve a situation where appropriate Keeps track of progress against goals/targets Identifies opportunities for personal development and improving own skills and knowledge Raises concerns in a positive way Displays a positive attitude to change Listens to new ideas and is willing to try new things Customer Driven Provides an excellent service to all customers Leader Develops the strategy to meet the long term interests and aspirations of customers Creates a culture of being customer focused Ensures that processes and resources are made available to meet customer demand in line with strategic direction Focuses improvement activities in those areas which will give greatest benefit to the customers Has an intuitive understanding of the importance of customer views Puts measures in place to ensure that TVH offers the highest level of customer service and seeks to gain awards to recognise this Benchmarks against best industry practice Responds to market conditions Ensures timescales are monitored to maintain effective cost control Sets and challenges “stretch” element of organisational KPIs Develops creative partnerships that deliver increased customer value and satisfaction Expert Champions and promotes the delivery of quality service to all customers Agrees service levels with appropriate parties and produces relevant documentation Seeks and measures customer feedback and initiates improvements Reviews KPIs and takes appropriate action Sets measurable improvements to customer service Provides clear guidelines for delivering customer service Makes clear to employees standards, limitations and constraints that may affect delivery Professional Plans and organises delivery of customer service Ensures KPIs are met by self and team members Gives and seeks feedback Acts on suggestions made to improve customer service and gives feedback on suggestions made Monitors level of customer service/satisfaction Anticipates future needs of the customer and prepares to meet them Helps customers to identify and define their current and emerging needs Ensures own service area structure and processes are developed to continue to enable the business to be responsive to customers Finds innovative ways to meet customer needs Understands and is sensitive to the different requirements of all individuals, groups and cultures Has a broad knowledge of related services Customer Driven (cont.) Vocational Delivers a high quality service Responds to immediate customer needs and meets them in accordance with REACH values Continually seeks ways to improve processes Takes ownership and strives for the best result for the customer Understands the needs of the customer Checks that the customer needs have been met Keeps the customer informed/updated when a problem arises Checks with the customer that their needs have been understood Works with internal and external parties to deliver, improve and enhance service Understands the service provided by their team Understands the community environment and cultural aspects Is open and honest when advising customers what can and cannot be achieved Communicates information clearly and accurately Commercial Awareness Understands the relationship of operational issues to the wider business context Leader Defines and develops TVH’s commercial objectives to maximise the organisation’s financial wellbeing Anticipates future directions in the wider social, political, technological, environmental and regulatory framework to ensure TVHA is able to respond to changes Builds partnerships with other RSLs, developers, local and central Government to engage TVH in the development of high quality social housing Takes calculated risks in order to achieve significant commercial and business gains Works with Board to develop and define TVH’s commercial activity to maintain a healthy financial standing Identifies new business opportunities to further TVH’s goal of providing high quality social housing Understands the needs of stakeholders in developing TVH’s commercial strategy Expert Delivers the commercial objectives Benchmarks with public and private sector to assess value for money and general business directions Builds long term partnerships with stakeholders and customers that go beyond immediate commercial advantage Demonstrates an awareness of regulatory code and standing orders that impact on TVH’s work Identifies potential new markets and competitor weaknesses to bring new business to TVH Sensitive to changes in the social housing and development environment to maintain TVH’s standing Manages budgets to ensure the areas they are responsible for is within budget and ensure value for money Tracks directorate/departmental service delivery and addresses shortfalls in performance Professional Understands the purpose and content of the Corporate business plan Understands TVH’s broad organisational goals and objectives Identifies areas for development to improve their department/team’s commercial awareness Looks for cost effective solutions to issues to enhance service delivery and effectiveness Constantly assesses activity to improve value for money Writes and presents convincing and rounded business cases for proposals Aware of the Regulatory Code and Guidance, TVH standing orders and systems and procedures Vocational Demonstrates awareness of commercial aspects of the business Aware of overall business objectives and goals and how they link to their own work Participates in team discussions on business objectives Follows policies and procedures and raises concern where appropriate Maintains regular contact with customers Understands the housing sector and the role of an RSL and wider commercial environment Understands the role of the Board Leadership (Developing and Managing People) Inspires and motivates others to develop confidence and capability to realise their full potential Leader Leads the organisation to deliver high performance Communicates a compelling vision for TVH’s work Uses TVH strategy to develop meaningful goals for the organisation Creates positive working relationships externally and internally to achieve results and high performance Involved others and values their work Facilitates change by helping others understand what is required and why, providing support and encouragement when change is achieved Positively challenges others to deliver work to a high standard Identifies opportunities for development o self and others and ensure they are taken up Makes decisions based on ethical considerations and organisational integrity Encourages others to challenge their assumptions Passionate about sharing knowledge Understands TVH’s capabilities, competitors and how to compete in a challenging housing environment Actively discourages “blame culture” Lives and drives the Corporate values in all TVH’s work Expert Is a role model for effective leadership Inspires others within own directorate Uses TVH strategy and organisational goals to develop meaningful departmental objectives Creates positive working partnerships within TVH to achieve results and high performance Involves others in projects (especially cross-functional) etc. to develop employees’ skills and knowledge Delivers change and supports others through the change process Positively challenges others to deliver work to a high standard Identifies opportunities for development of self and others and ensures they are taken up Encourages department to use and deliver REACH values to provide high quality service Professional Supports team development Inspires others within the team Uses departmental goals to develop meaningful and challenging objectives within the team Develops positive working partnerships within the team and directorate to achieve results and high performance Challenges self to deliver work to a high standard Gives others opportunities to practise new skills and capabilities and provides/arranges coaching Gives timely and specific feedback on what has been done well and where there is room for improvement Encourages work-life balance amongst team to maintain healthy workforce and promote long term effectiveness Delegates routine elements of more complex task and encourages others to do the same Helps team members to come up with their own answers rather than solving problems for them Leadership (Developing and Managing People) (cont.) Vocational Gives basic direction and instruction Willing to learn from others and share own experience and knowledge Learns from own mistakes Incorporates corporate values into day to day work Sets clear direction and gives step-by-step guidance Lets people know exactly what is expected of them Seeks feedback from others to challenge own assumptions about an individual’s performance or development need Treats each team members equitably