Sutton Housing Partnership Job Description and Competency Based Person Specification

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1 Sutton Housing Partnership Job Description and Competency Based Person Specification Job Title Garage Income Officer Directorate Resources Location Sutton Gate Grade Band 3 Responsible to Senior Income Manager Responsible for None GENERAL PURPOSE OF JOB To provide effective and responsive management of the garage and parking space portfolio to ensure that the maximum occupancy and rental income is achieved. To provide administrative support to the Income Team in delivering an effective and responsive rent income recovery service to residents in line with policies and procedures. To support the team to maximise the recovery of former tenant debt, rechargeable works invoices and other housing sub-account debt e.g. current tenants with court costs, and former tenancy debt by following agreed procedures. To work closely with all other SHP staff, legal services, Housing Benefits, insurance, appointed debt agencies and advice agencies to ensure debt is collected efficiently and effectively. To contribute to the success of the income team by working flexibly to cover for other team members and Customer Services Officers as required. To raise works orders and ensure repair work is carried out to maintain and improve condition of council garage stock. KEY RESPONSIBILITIES. Garage Management. To effectively manage rental income and arrears collection from garages and parking spaces including contact in person, by

2 telephone and letter, the service of Notice to Quit and repossession where appropriate..2 To identify the reasons non-payment of garage rent and make reasonable agreements for payments and monitor these agreements..3 To require the payment of garage rent in advance at sign up by promoting payment via direct debit..4 Maintain waiting lists and ensure prompt allocation of vacant garages and parking spaces..5 Carry out the sign up of new tenants for garages and parking spaces.6 Ensure the effective termination and inspection of garages and parking spaces..7 Inspect and monitor garage and parking spaces sites to monitor standards and repairs, making recommendations for maintenance and improvements..8 Carry out inspections to ascertain what works is required and follow up as necessary. Liaise with Maintenance Surveyors where appropriate..9 Raise Work Orders and ensure work carried out satisfactorily via post inspections, liaising with tenants and leaseholders..0 Ensure Contractors invoices are processed and approved within set payment terms.. Where major works are required or proposed, liaise with the Head of Income and Head of Asset Management on most cost beneficial proposals..2 Promote uptake of vacant garages and parking spaces to tenants, leaseholders and local residents including, where appropriate, the development and implementation of local marketing campaigns..3 Responsible for Garage Maintenance Budget, prevent any overspend on the budget by having regular meetings with the Management Accountant, Head of Income and Head of Asset Management.

3 .4 Liaise with Insurance when criminal damage has occurred. 2 Debt Prevention and Advice (non garage) 2. To assist Income Managers, as and when required, by: offering basic advice on Housing Benefit entitlement and signposting tenants to SHP and other debt advice services; making prompt contact with tenants terminating tenancies to recover any debt outstanding and advising on dual Housing Benefit claims; monitoring new tenant payments and new direct debit payments; promoting payment in advance and by direct debit where possible; ensuring effective implementation of the annual rent increase process. 3 Debt Collection (non garage) 3. To provide assistance and cover for Income Officers, as and when required, to carry out the processes and procedures relating to former tenant rent and sub-account arrears and rechargeable works debt. OTHER TASKS AND DUTIES 4 Team Working 4. To work to achieve personal and team targets by participating in team initiatives including occasional evening and Saturday working for which time off in lieu will be given. 4.2 Due to the nature of debt collection being challenging other initiatives will be piloted from time to time which will be agreed with the line manager. 4.3 Collate internal and external mail for the team. 4.4 Share examples of good practise with Rent Income Team to aid recovery of former tenant debt and rechargeable invoices. 5 Miscellaneous 5. To respond to all correspondence, telephone calls, and

4 complaints in line with SHP s service standard timescales and policies and procedures. 5.2 To be familiar with SHP s aims and objectives and work proactively to achieve these by meeting individual targets as agreed via appraisal/ supervision. 5.3 To use information technology accurately and effectively including producing letters, reports with recommendations and use of the integrated housing management system. 5.4 To collaborate positively with all SHP staff covering other team members work as necessary including covering Customer Services to facilitate team meetings etc. 5.5 To carry out any other duties within the scope of the grade as required by the line manager. 5.6 To uphold and implement duties in accordance with all the relevant SHP and Council policies and procedures including Equal Opportunities, Value for Money, Health and Safety and Environmental policies.

5 COMPETENCY BASED PERSON SPECIFICATION COMPETENCY DESCRIPTION PERSONAL FOCUS Planning & Efficient in use of time and works in a Organisation well structured way. Self Control Performs effectively by keeping emotions under control, especially in stressful and difficult situations Commitment Shows commitment to work, colleagues, customers and the needs of the organisation. Flexibility Responds positively to changing business needs and happily adapts behaviours accordingly. Self Takes responsibility for self Development improvement Responsibility Accountable for personal behaviours, decisions and effectiveness. BUSINESS FOCUS Achieving Results Continuous Improvement Actively contributes to achieving personal and organisational targets and objectives Consistently works to a high standard and seeks to continually improve. PRIORITY 2 PEOPLE FOCUS Customer Focus Managing Relationships Communication (written and verbal) Teamwork Behaving Ethically Listens, anticipates and seeks to exceed the expectations and needs of our customers Builds and maintains good relationships with customers and colleagues Delivers accurate and clear information via the most appropriate method to ensure complete understanding Encourages the contribution of others and takes their view into account. Shows support to Sutton Housing Partnership s values and mission, displaying high levels on integrity and honesty.

6 EXPERIENCE Minimum 3 months experience of working as a member of an administrative support team dealing with debt recovery, debt advice and welfare benefits preferably in a housing related field. PRIORITY Experience of using a Personal Computer and Mainframe Systems. Valid UK driving licence and the ability to travel around the Borough as necessary to carry out the duties of the post. AS PART OF OUR COMMITMENT TO POSITIVE ACTION FOR DISABLED APPLICANTS WE GUARANTEE AN INTERVIEW TO ALL DISABLED APPLICANTS WHO MEET THE MINIMUM REQUIREMENTS OF THE PERSON SPECIFICATION (Priority s)

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