November 2016
Dear Applicant
Post of Temporary Housing Services Assistant – Minimum 6 Months
Please find enclosed Application Pack for the above post.
The closing date for the return of completed applications will be 12 noon on Monday, 28th November 2016. Please complete the application form provided and do not include a C.V.
If you have any queries or would like further information please do not hesitate to contact me on 0141 945 6708.
Yours faithfully
Sandra McPhee
Corporate Services Officer
Encl.
Applications for Employment
1.0 Introduction
1.1 Cadder Housing Association is a Registered Social Landlord and a Registered Scottish Charity and was formed in 1994 and evolved through two housing stock transfers in 1994 and 1998 from Scottish Homes. We now own 648 properties and provide a factoring service to 402 owner occupiers in the area.
1.2 Cadder has a healthy mix of tenement and main door properties in the area, although these are manly three and four apartment properties.
1.3 Cadder has been transformed through major investment in the Government Community Energy Saving Programme and the partnership with British Gas has improved the energy efficiency of our tenant’s homes. These improvements included an insulated render system, new double glazing windows, new ‘A’ rated boilers and central heating systems, all at a cost of £5.1million.
1.4 Our last staff structure review resulted in services previously provided by contractors and consultants, in certain services being brought ‘in house’.
1.5 Cadder has embraced employability providing employment opportunities in estate caretaking, painting and clerical and administrations positions to long term unemployed people through Glasgow. Our Training Academy started in 2005 and we have provided work and training placements and apprenticeships. In a study of our estate caretaking and employability initiative, it was stated that, ‘Cadder was punching above its weight in its contribution to the local employment agenda’.
1.6 The Association aims to continue the regeneration of Cadder where we have built a new community centre and are about to embark on building new properties for rent on vacant land to meet the housing needs of our tenants and applicants on our housing list, which will aim to provide a greater balance in the range of property types and sizes in Cadder.
2.0 Post of Housing Services Assistant
2.1 The post of Housing Services Assistant will be to attend to all aspects of housing management and estate management. The successful candidate will work as a key member within the Housing Services Team.
2.4 The post will be based in our office at 20 Fara Street, Glasgow, G23 5AE. The hours of work are 35 hours per week and there is flexi-time working.
2.5 Cadder Housing Association is a full member of the Employer in Voluntary Housing (EVH) and operates salary scales and conditions of service, which have been agreed by EVH on behalf of member organisations and the Unite Union (Formerly T&GWU).
2.6 The terms and conditions for the Housing Services Assistant are as listed:
i. The salary for this post is EVH Grade 6 (PA17-PA20 - £26,262 to £28,710)
ii. 25 days annual leave plus 15 public holidays per annum;
iii. Defined Contribution pension scheme is currently available ; and
iv. Flexi-time working is in place.
3.0 Recruitment Process
3.1 We hope that the information provided to you for the post of Housing Services Assistant and details about our Association will now encourage you to now apply for this post.
3.2 You should provide the following information to apply for this post:
i) Completed Application Form
ii) Completed Equal Opportunities Monitoring Form
You should not provide your C.V with your application
3.3 Your application can be e-mailed to or it can be posted to the Association. If posting, it is your responsibility to ensure you allow sufficient time for it to arrive at the Association’s office, as applications received after the closing date will not be considered.
3.4 If you are invited for interview, references will only be requested if you are offered the position. One of your references should be your present or most recent employer. If you have not been employed or have been out of employment for a long time, you may wish to give the name of someone who knows you sufficiently well to confirm the information you have given and to comment on your ability to do the job.
Please do not include copies of your qualifications or references with your initial application.
3.5 The job description aims to outline the key requirements of the post and the person specification lists the minimum essential and desirable requirements for the post. When shortlisting for interview, the interview panel will only consider the information contained within your application form and assess this against the agreed person specification
3.6 The interview panel will not make any assumptions about the nature of your experience, skills or knowledge based on the list of job titles of your current and previous jobs in their assessment of your application form. It is for you to use the space provided throughout the form to comprehensively detail your previous experience and relate this to the job description and person specification. As well as paid employment you may also wish to include any voluntary work or any other life experience or skills you can bring to the post and Association.
3.7 Your application form is the start of your relationship with the Association and its content and quality will demonstrate your dedication to be successful in this post and work for Cadder Housing Association. It is for these reasons that you should ensure your application is legible and provides relevant and comprehensive information to give you the best possible opportunity of securing this post.
3.8 If you are related to any members of staff, consultants, contractors or suppliers to the Association – this should be clearly shown on the relevant part of the form. This will not necessarily be detrimental to your application.
3.9 If you are shortlisted for interview we will ensure you are given reasonable notice for the date of your interview. The interview panel will set questions based on the job description and person specification to ensure they can appoint the candidate with most suitable experience, knowledge, personal attributes and skills to excel in this role.
3.10 The award of employment will be subject to a satisfactory outcome of a Disclosure Scotland check and completion of a health questionnaire.
3.11 Cadder Housing Association aims to be an equal opportunity employer and is committed to diversity in employment. If you feel that there is anything specifically that you need from us to encourage our commitment, or you wish an informal discussion with us then you may contact John McShane, Housing Services Manager on 945 6702.
3.12 The completed application should be submitted to the Association as follows:
a) E-mail to ; or
b) Cadder Housing Association, 20 Fara Street, Glasgow, G23 5AE
3.13 The closing date for receipt of your application is 12 noon on Monday, 28th November 2016. Interviews are scheduled for week beginning 12th December 2016.
JOB DESCRIPTION
JOB TITLE: Housing Services Assistant
GRADE: Employers in Voluntary Housing Grade 6
RESPONSIBLE TO: Housing Services Manager
ACCOUNTABLE TO: Director through the Housing Services Manager
RESPONSIBLE FOR: No staff supervision or management
DATE: July 2013
JOB PURPOSE
General
The purpose of all staff employed by the Cadder Housing Association is to promote and serve the Vision, Values and Aims of the organisation. The Association is the main service provider in Cadder and we require all staff to excel and be highly motivated to meet the requirements of their role, departmental and organisational objectives to achieve our objective and goals as outlined in our Internal Management Plan. The post holder must be dynamic, committed and flexible in their work, as well as being able to communicate and liaise effectively with all departments and staff members to produce the best possible service to our tenants, other customers and key stakeholders.
Specific
The specific purpose of the post of Housing Services Assistant is primarily to assist the Housing Services Officers to ensure effective delivery of core housing management services for the benefit of customers and the Association’s Business Plan in line with policies, procedures, legislation and good practice.
Performance
The Housing Services Assistant must comply with the Association policies and procedures, as well as legislative, regulatory and good practice requirements in the provision of housing management duties. The post holder will be required to undertake any duties commensurate with their role and grade to ensure the provision of effective and efficient services to our stakeholders in the delivery of the housing service.
Objective 1
To implement the Association’s policies and procedures on the collection of rent and factoring monies, including the provision of benefits, money and debt advice services.
Tasks and Responsibilities
The Housing Services Assistant will: -
Ø Process rent and housing benefit payments
Ø Set up Direct Debits
Ø Process payments through Allpay’s Callpay facility
Ø Process housing benefit award / notification letters on SDM and confirm same to tenants in writing
Ø Ensure required rent and factoring account entries are recorded on SDM
Ø Actively promote support services to assist tenants’ and owners’ ability to pay rent / factoring charges
Ø Make fair and affordable repayment arrangements with tenants and owners in arrears and confirm in writing
Ø Ensure that cases with rent and factoring arrears are effectively monitored and pursued (current and former)
Ø Pursue collection of monies owed by owner occupiers in respect of improvement works
Ø Assist the Housing Servicers Officer in preparing Qualifying Occupier Letters and Notice of Proceedings for Recovery of Possession and their delivery.
Ø Assist tenants with housing benefit issues and complete housing benefit applications in paper form or online
Ø Ensure tenants are fully aware of their rent obligations at sign-up stage
Ø Ensure that former tenant arrears processes are followed
Ø Provide assistance and promote available schemes to tenants to help mitigate the impact the Welfare Reform Act
Ø Liaise with other agencies as required
Ø Maintain required registers
Ø Identify accounts for refund of monies
Objective 2
Manage the allocations process to ensure voids re-let times are minimised, thus attend to the housing needs of applicants on our housing list and contributing to the financial viability and sustainability of the Association.
Allocations
Ø As required, assist applicants complete housing application forms
Ø Acknowledge housing application forms within 5 working days
Ø Process and input new housing applications onto SDM within 10 working days and provide written confirmation / advice to applicants in relation to their housing application
Ø Maintain required registers
Ø Update applicant details on SDM
Ø Pursue tenancy references and any other relevant information
Ø Manage suspension register and processes
Ø Carry out home verification visits
Ø Assist with review of housing applications
Ø Coordinate / assist with accompanied viewings
Ø Prepare SDM applicant reports to facilitate void property selections
Ø Complete missives and associated documents with new tenants
Ø Provide guidance and advice in relation to the Association’s Allocations policy
Ø Process new tenants on SDM together with updating relevant register as required together with scanning and saving documents into new tenant file
Ø Assist with new tenant visits
Ø Liaise with Homeless Casework Team in relation to S5 referrals. Manage register and operational processes
Ø Process ad-hoc applications (assignation, joint tenancy, permission to reside, etc)
Ø Where required, assist with North-West Common Housing Register development
Ø Assist with development of Housing Options advice to customers
Ø Promote HomeSwapper scheme to tenants
Ø Assist in the promotion and marketing of the Association’s housing list to ensure sufficient supply of applicants to meet current and future demand
Void Management
Ø Assist in the effective management of void properties to minimise re-let times and positively contribute to the viability of the Association
Ø Promote end of tenancy reward scheme
Ø Process termination of tenancy notifications and manage void processes through registers and SDM
Ø Contact outgoing and prospective tenants to arrange viewings
Ø Contact customers in respect of housing offers and confirm in writing
Ø Where required, assist with end of tenancy inspections
Objective 3
Ensure Cadder Residents have pride and peaceful enjoyment of their homes and the local environment through effective estate management measures
Estate Management
Ø Carry out agreed minimum amount of weekly property inspections to ensure effective upkeep of area
Ø Consult with residents during weekly property inspections and save inspection sheets to property files
Ø Identify and arrange for required work orders to be raised
Ø Identify and take the appropriate action against those tenants in breach of their tenancy obligations, as well as owners in breach of their Deeds of conditions.
Ø Liaise with external organisations in relation to estate matters
Ø Maintain relevant registers
Ø Process any complaints concerning estate management services in line with the Association’s complaints procedure
Ø Manage any other general estate management issues
Ø Respond to estate management issues identified by estate caretakers during weekly stair cleaning programme
Neighbour nuisance and anti-social behaviour
Ø Manage Category ‘C’ complaints
Ø Maintain relevant registers / files
Ø Conduct / assist investigations in relation to anti-social behaviour / neighbour disputes
Ø Provide full updates / responses to complainants and (alleged) perpetrators during and conclusion of allocated cases
Ø Liaise with other organisations, such as Police Scotland, Community Safety Glasgow
Ø In conjunction with Housing Services Officer, liaise with tenancy support services
Objective 4
Provide assistance with tenant participation and customer care
Ø Provide a courteous and professional service to tenants, owners and other customers across all functions