Grounds Maintenance Roles in Social Housing

When it comes to delivering quality and value for money estate services, having the right staffing structure is the key! It's often one of the first things we look at when working with our social housing clients.

Grounds Maintenance teams come in all shapes and sizes, but there are some key roles that really make a difference. I thought it might be helpful to share a quick rundown of the most important positions in a typical Grounds Maintenance setup.

From the strategic thinking of the Head of Estates Services to the green thumbs of the Grounds Maintenance Operatives, each role plays a vital part in keeping our communities looking their best.

Head of Estates Services (or Operations Manager)

• Develops and implements strategic plans for Grounds Maintenance services, aligned with the housing association's objectives and residents' needs.
• Manages Grounds Maintenance budgets, ensuring cost-effective service delivery and identifying opportunities for efficiency improvements.
• Ensures compliance with legislation, regulations, and best practices related to Grounds Maintenance, such as health and safety, environmental protection, and waste management (such as POPs).
• Stays informed about the latest trends and innovations in Grounds Maintenance, such as sustainable landscaping practices and eco-friendly equipment.
• Collaborates with other departments, such as Housing Management and Resident Engagement, to ensure Grounds Maintenance services are responsive to residents' needs and feedback.

Grounds Maintenance Contracts Managers

• Develop and manage procurement strategies for Grounds Maintenance contracts, such as landscaping, tree surgery, and playground maintenance.
• Establish and maintain strong relationships with Grounds Maintenance contractors (if applicable), setting clear expectations for performance and regularly reviewing progress against KPIs.
• Monitor Grounds Maintenance contract performance, including quality of work, adherence to schedules, and compliance with specifications. This means being at your schemes and in your estates.
• Identify opportunities for contract improvements, such as introducing new technologies or processes to enhance service delivery.
• Work closely with Grounds Maintenance Supervisors and Team Leaders to ensure that contractor work is integrated with the day-to-day operations of the in-house team.

Grounds Maintenance Supervisors and Team Leaders

• Key members of the delivery team, working hand-in-hand with Operatives. Setting the example.
• Support planing and allocate Grounds Maintenance tasks, considering factors such as seasonal requirements, site-specific needs, and available resources.
• Conduct ongoing site inspections (quality control) to monitor the quality of Grounds Maintenance work, including grass cutting, hedge trimming, and planting.
• Provide hands-on training and guidance to Grounds Maintenance Operatives, covering topics such as horticultural techniques, equipment use, and health and safety.
• Ensure that your team have the necessary tools, equipment, and materials to carry out their work effectively, including personal protective equipment (PPE).
• Conduct regular team meetings (tool box talks) to share information, discuss issues, and identify opportunities for improving Grounds Maintenance services.
• Manage the performance of individual Grounds Maintenance Operatives, setting objectives and providing regular feedback and support.
• Work closely with Grounds Maintenance Contracts Managers to ensure that contractor work is integrated seamlessly with the in-house team's operations.

Grounds Maintenance Operatives

• Carry out a range of horticultural and landscaping tasks, such as grass cutting, hedge trimming, planting, and weed control.
• Maintain and repair Grounds Maintenance equipment, such as lawnmowers, strimmers, and hedge trimmers, ensuring they are safe and fit for purpose.
• Ensure that outdoor communal areas, such as gardens, courtyards, and play areas, are clean, safe, and well-maintained.
• Work collaboratively with other Grounds Maintenance Operatives to complete tasks efficiently and effectively, sharing knowledge and best practices.
• Participate in Grounds Maintenance training and development activities, such as workshops on plant identification or safe use of chemicals.
• Provide feedback and suggestions for improving Grounds Maintenance services to Supervisors and Team Leaders, based on their practical experience and observations

Training & Systems for a Grounds Maintenance Team

To support the work of the Grounds Maintenance team, housing associations should invest in:

• Specialised horticultural training programs that cover topics such as plant care, soil management, and sustainable landscaping practices.
• Regular spot checks and audits of Grounds Maintenance work, carried out by Supervisors and Team Leaders, to ensure consistent quality and identify areas for improvement.
• Mobile technology, such as tablets with landscaping apps, to enable Grounds Maintenance Operatives to access planting plans, record completed work, and report issues while on-site.
• Scheduling and work allocation software specifically designed for Grounds Maintenance, taking into account factors such as seasonal variations and site-specific requirements.
• Administrative support to handle Grounds Maintenance-specific tasks, such as ordering plants and materials, maintaining equipment inventories, and responding to residents' queries about landscaping services, using portals and management systems.

Recruiting in the sector can be tough. Housing Associations are often well placed to attract the best candidates. Once you have recruited them, you also have to retain these skilled Grounds Maintenance professionals! A few tips below:

• Offer competitive salaries and benefits packages, recognising the specialised skills and knowledge required for Grounds Maintenance roles. It can be a tough role!
• Provide clear pathways for career progression within the Grounds Maintenance team, such as opportunities to move into supervisory or specialist roles. We find this can be treated differently to wider social housing roles which causes issues.
• Develop a positive and supportive working environment that recognises the value of Grounds Maintenance work and the contribution it makes to residents' quality of life. This might be 4 day working weeks for example.
• Invest in modern, Grounds Maintenance equipment and machinery, which is properly maintained to make the work more efficient, effective, and enjoyable for the team.

Prefer to discuss?

Contact me via linkedin or email [email protected] - I'm more than happy to have a discussion about your needs and challenges. I also often introduce our clients to speak to each other and form connections to discuss similar issues right across estate services.

You may also be interested in:

Writing a Grounds Maintenance Specification

GIS Mapping

Grounds Maintenance Consultancy

DPS for Social Housing Estate Services

DLO - Consultancy Services