Post Title:    Housing Allocations Co-Ordinator

Grade:        BR7

Department: Education, Care and Health Services

Division/Section:      Housing Needs

Post No:  15383

Reports to: Housing Allocations Manager

MAIN PURPOSE:

Ensure that placements into and out of temporary accommodation, private rented accommodation and social housing are accurately recorded and disseminated to the appropriate services.

In conjunction with customers and external services enable the effective set up and closure of rent accounts, ensuring that queries relating to arrears, housing benefit and personal payments are responded to in a timely fashion; maximising income and minimising customer arrears and/or financial loss to the Council.

Monitoring and reporting upon accommodation placements on a local, sub regional and pan London basis.

Ensuring that written notification is sent to host Boroughs, of all placements that are made in Temporary Accommodation outside the Borough of Bromley, in line with the statutory timescales as prescribed by the Housing Act 1996, Section 208.

To promote a housing options, homeless prevention and self-help approach to internal and external agencies and customers. To always perform responsibilities with a Customer Service and Performance Improvement focus.

SUMMARY OF RESPONSIBILITIES AND DUTIES:

  • Keep abreast of all current Housing Legislation and Best Practice.
  • Be self-servicing with respect to general office administration, filing, clerical work and other related duties and to answer the tele and email enquiries and other general correspondence promptly and within Council targets.
  • Ensure that the information supplied by and about customers is immediately entered onto service databases in order to ensure that customer records are accurate, up to date and available to staff within the Housing Needs Service and other partner agencies for the purposes of performance monitoring and joint service delivery.
  • Ensure that all information and statistical returns are completed accurately and on time.
  • Set up rent accounts for temporary accommodation and resolve outstanding rent account queries to enable accurate housing benefit payments to be made, ensuring that overpayments and rent arrears do not accrue.
  • Ensure information on the Team’s services are updated on the Council’s website bromley.uk , in the waiting area, interview rooms and other internal and external outlets used by the Team, e.g. area offices, main reception.
  • Support the overall aims of the Division and ensure personal and Team targets and those in the Housing Service Plan are achieved.
  • Accurately input and maintain all recording systems and databases.
  • Liaise with Divisions, Departments and external agencies as appropriate on the work of the Teams as required.
  • To always work with a customer service focus and with the aim of providing the best possible service to customers.
  • Undertake and reception duty on a rota basis.
  • Actively participate in team meetings and working group meetings and take a full and active role in service development, including reviews.
  • If required, provide training for colleagues and others on the needs of the clients and work of the Team/Division.
  • Foster good relationships with other Officers in the Department, Health Authority, CAB, Housing Associations, Voluntary Agencies, Housing Providers,  Housing Benefit Department, and Income Recovery Teams.
  • To place orders for goods and services and, where authorised, payments ensuring always that the Council’s Financial Procedures and Regulations are complied with.
  • Undertake any other duties commensurate with the level of the post as required to ensure the efficient and effective running of the Department/Section.

CONTACTS AND RELATIONSHIPS (customer focus, both internal and external)

Landlords, agents, customers, officers in other departments and other authorities, health authority, housing associations, private landlords and letting agents, other housing providers, voluntary agencies  Housing Benefit Department and Income Recovery Teams.

MANAGEMENT AND LEADERSHIP: (finance, resources, performance management, staff supervision and service delivery)

  • Ensure that rent accounts for temporary accommodation are set up promptly and that steps are taken to maximise income and minimise rental loss.
  • In relation to accommodation placements; ensure that the correct information is updated on the appropriate systems and that the correct teams and services are notified within specified timescales in order for accurate and timely rent accounts to be set up / closed down.
  • Provide training for new members of staff in respect of the placement and notification procedures.

EQUALITIES:

Implementation of the Council’s equal opportunities policies and its statutory responsibility with regard to other individuals and service delivery.
 

Date

Name

1.      Date drawn up

27/6/18

Lynnette Chamielec

2.      Given to Post holder

    

3.      Confirmed by Line Manager

    

4.      Evaluated

    

 

Post Title:    Housing Allocations Co-Ordinator

Grade:        BR7

Department: Education, Care and Health Services

Division/Section:      Housing Needs

Post No:  15383

Reports to: Housing Allocations Team Manager

SKILLS & ABILITIES:

Ability to:

  • Provide a high quality responsive and sensitive service within a pressurised and high profile environment.
  • Ability to prevent homelessness and to promote a housing options and self-help approach to customers and colleagues.
  • Maintain accurate and detailed records, identifying priorities.
  • Accurately use IT systems to record and share data ensuring that the sharing of data is compliant with GDPR Regulations
  • Ability to assess complex information and re-produce it in a user friendly format.
  • Respond to enquiries from customers, advocates MPs and elected Councillors etc as required.
  • Communicate effectively and be non-judgemental with a wide variety of people, both written and verbally, including some with special needs.
  • Provide first rate customer care.
  • Work flexibly on own initiative and as part of a team to meet performance targets and comply with relevant practices and procedures. Play an active role in teamwork and meetings.
  • Be innovative in the solution of problems associated with the client group without becoming personally involved.
  • Be sensitive to the needs of those requiring housing.
  • Be able to work flexible and as part of a team.

KNOWLEDGE:

  • IT systems, data production and monitoring.
  • Knowledge of the allocation of finance and funding and working within strict budgetary guidelines, financial procedures and regulations.
  • Good knowledge of current housing legislation and best practice relating to tenancy matters, private sector housing and issues affecting private residents and the policy framework within which the private sector operates.
  • Good understanding of problems faced by and stresses of people in Housing Need.

EXPERIENCE:

  • Achieving performance targets – Individual & Team.
  • Working within a multi-disciplinary environment.
  • Team work and dealing with the public.
  • Working in a housing, finance or IT environment.
  • Dealing with customers and of providing a customer focused service.
  • Report writing, maintaining records and producing statistics.

QUALIFICATIONS

  • GCSE standard qualifications or suitable relevant experience in the paid or voluntary sector.
  • An excellent standard of spoken and written English.
  • An excellent standard of numeracy and IT skills.

SPECIAL REQUIREMENTS

  • Some evening work may be required.
  • Be able to attend meetings away from the office.
  • Flexibility about hours of work.

DATE DRAWN UP:     27/6/18