Cernach Housing Association
Limited
Housing Officer
Job Description
Housing Officer
Job Description – March 2015
Job Title:
Grade:
Responsible to:
1.
Housing Officer
Grade 7 PA22-25 (£29,961 - £32,899)
Gavin Burt, Housing Services Manager
General Aims and Objectives of the Post and Obligations of the
Postholder
The Housing Officer will be responsible for the delivery of the full range of
Housing Management services under the guidance of the Housing Services
Manager. This will involve contributing to policy development. The post has a
high level of contact with customers and the post-holder will spend a
considerable amount of time out of the office, in the local community.
You may be required to manage less senior staff members and shall be expected to
successfully conclude business issues involving a wide range of people and situations.
As a customer focussed organisation the provision of a responsive telephone and face
to face reception service to customers is crucial and as such all staff shall be
responsible for ensuring this happens. In addition, consistent report and letter formats
to maintain a corporate image and up to date style of presentation is required.
Awareness of “best practice” and the ability to structure systems to achieve this
throughout the function(s) will also be routinely required. In addition, you will be
responsible for the successful delivery and achievement of strategic and operational
objectives working within the Scottish Housing Regulator’s Regulatory Framework for
Governance and Financial Management.
The Association operates a dress code requiring staff to dress in a neat, tidy and
businesslike fashion at all times. Corporate Business wear is provided and must be
worn by staff members accepting issue.
The Director has delegated authority for employment matters and is whom you must
approach in the first instance for all matters relating to your Conditions of Service.
The Association is a recognised Investor in People and is committed to training and
developing staff to meet business objectives and improved business performance.
Similarly, you may be required to undertake training to ensure you provide accurate
information and advice to local residents, tenants and prospective tenants, in line with
Scottish National Standards for Information & Advice. In addition, you will be required
to provide assistance in the effective operation of the Association’s CCTV system as
appropriate.
The Association operates in a changing environment therefore the duties outlined in this
document do not form part of a contract and must be viewed as an indication of the
basic duties of the post, e.g. Staff members may be required to cover the work of others
in the event of absence.
Job Description – Housing Officer
March 2015
1
Housing Officer
Job Description – March 2015
2.
Allocations & Maintenance of the Housing Lists
2.1
To be responsible for the efficient allocation of all new and existing properties in
your patch within agreed quotas and timescales.
2.2
To carry out all pre allocation visits within agreed timescales.
2.3
To sign up all new tenants in your patch and carry out settling in visits within
agreed timescales to provide support and advice for new tenants.
2.4
To administer all requests for internal transfers, exchanges, sub-lets,
assignations and terminations in your patch within agreed timescales.
2.5
To implement the Associations allocation policy and maintenance of the
Housing List and records on allocations, and refusals.
2.6
To take responsibility for the effective control of voids and ensure that the
Association minimises its rental loss by allocating vacant properties timeously.
2.7
Investigate abandoned houses and implement correct legal procedures where
necessary.
3.
Rent Management
In order to maximise income to the Association:
3.1
To implement the Associations policy and procedures on rent arrears and
factoring.
3.2
To be responsible for the effective management and control of rent and
factoring arrears in your patch and to ensure that welfare benefit take up is
maximised.
Job Description – Housing Officer
March 2015
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Housing Officer
Job Description – March 2015
3.3
To progress appropriate action for rent arrears regularly on a weekly basis and
provide weekly verbal arrears casework reporting to the Housing Services
Manager.
3.4
Provide regular monthly written reports on arrears and void levels.
3.5
Enter rent payments on a daily basis into SDM computerised rent programme.
3.6
Monitor tenants and sharing owners rent accounts in your patch and pursue
arrears vigorously by home visits, appointments and by letter. Confirm all
arrangements and follow up no access visits in writing.
3.7
In conjunction with the Finance & Administration Officer run monthly rent debit.
3.8
Provide advice and assistance to tenants on housing benefit and other welfare
benefits in conjunction with the Welfare Benefits Officer.
3.9
Liaise with City Council and DWP on Housing Benefit and Arrears Direct
payments.
3.10
Arrange for debt counselling for tenants where necessary.
3.11
Pursue former tenancy arrears and liaise with the Association’s collection
agents as necessary.
3.12
Prepare pre-action 1 and 2. Preparing Notices of Intention to raise proceedings
and instruct Sheriff’s Officers.
3.13
Instruct Solicitors acting for the Association in pursuance of legal action.
3.14
Receive and process rental and factoring payments made at the office, in
accordance with the Association’s financial procedures.
3.15
Advise tenants of new rent increases at time of rental review and advise owners
of factoring increases at time of factoring review.
3.16
Deal with owners’ enquiries and provide feedback from owners in relation to
common repairs and the factoring service we provide.
3.17
Attend owners’ meetings when required.
Job Description – Housing Officer
March 2015
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Housing Officer
Job Description – March 2015
4.
Void Management
4.1
Ensure policies and procedures are followed at termination of tenancy and that
all information relating to termination of tenancy is recorded and filed
appropriately.
4.2
Maintain the Association’s Void Management records efficiently.
5.
Estate Management
5.1
Undertake programmed visitations of properties in your patch to ensure that
problem cases are identified and followed through.
5.2
Carry out regular estate management visits and common area inspections in
your patch and liaise with the Maintenance Officer, and tenants as appropriate,
to ensure that the amenity level and the properties are maintained to a
satisfactory standard.
5.3
Contact other agencies as required in relation to property neglect and
cleanliness.
5.4
To be responsible for the efficient and effective management of all neighbour
disputes and harassment complaints in your patch.
5.5
To be responsible, in conjunction with the Housing Services Manager, for the
efficient and effective administration of all complaints about the Housing
Management Service in your patch.
5.6
To work closely with the Maintenance Officer to ensure that all estate
management issues in your patch are dealt with efficiently and effectively.
6.
Shared Ownership
6.1
Administer and process Shared Ownership register, sales, tranche uptake and
re-sales.
6.2
To be responsible for the efficient administration and day to day management
(which includes arrears monitoring and control) of all shared ownership
properties in your patch and to provide an effective housing management
service to all sharing owners.
Job Description – Housing Officer
March 2015
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Housing Officer
Job Description – March 2015
6.3
To be responsible for the efficient and effective assessment of shared
ownership application forms and prioritisation of applicants for all shared
ownership properties in your patch.
6.4
To be responsible for the efficient and effective offer and allocation of shared
ownership properties, the explanation of all legal documents and the sign – up
of sharing owners in your patch.
6.5
To liaise with solicitors, lending institutions and other bodies to ensure that
dates of entry are achieved and that all dispositions are completed before
settlement.
6.6
To liaise with solicitors, lending institutions and sharing owners regarding the
marketing of property for re-sale in your patch and to ensure that all legal
documentation is complete before settlement.
7.
Right to Buy
7.1
Verify applicant’s details and eligibility to buy.
7.2
Maintain our records of Right to Buy Applications.
8.
Adaptations
8.1
Using the Association’s register, record and acknowledge applications from OTs
in relation to disabled adaptation requests.
8.2
Liaise with tenants, the Maintenance Officer and the OT regarding adaptations
to properties.
8.3
Ensure that budgetary figures are entered and the database kept up to date.
8.4
After adaptation installed, ensure satisfaction information is gathered and
reported.
Job Description – Housing Officer
March 2015
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Housing Officer
Job Description – March 2015
9.
Tenant Participation
9.1
Liaise with the appropriate statutory and voluntary agencies to ensure that the
tenants and sharing owners in your patch receive the appropriate level of advice
and support.
9.2
Service tenants groups set up by the Association.
9.3
Contribute to the compilation of the tenant handbook, information leaflets, and
quarterly newsletter.
9.4
Encourage customers to participate with regard to The Scottish Social Housing
Charter – Outcome 3. Participation; “…tenants and other customers find it easy
to participate in and influence their landlord’s decisions at a level they feel
comfortable with”.
10. Administration
10.2
Service the Management Committee/Property Management Sub Committee (as
appropriate) by assisting with the preparation of reports and attendance at
meetings as and when required.
10.3
Where appropriate and in conjunction with the Housing Services Manager,
administer and process all claims for Home Loss and Disturbance payments for
tenants in your patch.
10.4
In liaison with the Housing Services Manager, visit tenants and assess decant
requirements (as appropriate).
10.5
Ensure that customers are fully aware of the complaint handling procedures
operated by the Association and that complaints are quickly actioned and
remedied.
10.6
To maintain systems for filing and archiving and carry out filing on a weekly
basis.
10.7
Assist with arrangements for the Annual or other General meetings, official
openings and away days.
10.8
Taking minutes at meetings where required. Attendance at evening meetings
will be necessary in this regard and ensuring minutes of all such meetings are
prepared within stated target.
Job Description – Housing Officer
March 2015
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Housing Officer
Job Description – March 2015
11.
General
11.1
To be responsible for the security and protection of the Associations
information.
11.2
To be responsible for, along with all other members of staff for the security of
the office.
11.3
Participate in training and development, attend conferences, seminars and
courses etc and maintain a level of knowledge and skills to complete your
duties effectively and efficiently.
11.4
Contribute to the overall activities of the Association and carry out any other
duties which in the opinion of the Housing Services Manager or Director are
considered appropriate to the post.
Job Description – Housing Officer
March 2015
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