Job Description
Repairs & Voids
* To be the first point of contact for tenants, contractors and internal departments regarding responsive repairs, servicing, compliancy and planned work in both occupied and empty properties.
* Managing diaries and booking work with in-house tradesman and contractors ensuring that appointments are booked in the most efficient way, taking into account skills of operatives and location of work ensuring the allocated priority target is met and that their time is being fully utilised, with travelling time and other unproductive downtime reduced or eliminated. From the information taken allocate the job/issue the correct priority taking into account health and safety issues and impact on tenant and property.
* Ensure that jobs are raised with accurate detailed information of the work required in order for the tradesman to allocate sufficient materials and time.
* To deal with enquiries and complaints, as appropriate, and within determined timescales from the general public and internal customers in relation to the services the team provide.
* To ensure a consistently high service is delivered, ensuring that we meet our responsibilities under the Right to Repair Act and as a Landlord.
* To maintain accurate records utilising the relevant IT systems which will include raising repair reports, inspections and orders; maintain records of works completed; tenant satisfaction, emergency call outs, liaise with contractors and other associated work which may include processing invoices or verifying accounts received.
Compliancy, Servicing & Planned Work
* To undertake the administration of the annual gas testing programme. To ensure all reports are thoroughly read and all recommendations are acted upon. To ensure that all records are properly saved for the appropriate timescale.
* To undertake the administration of the fixed wiring electrical testing programme.
* To undertake the administration of court documents for forced entry on the relevant planned work programmes.
* To undertake the administration of legionella and water hygiene risk assessments carried out at properties. To ensure that any recommendations are communicated to the Responsible Person and any other key personnel so that any remedial action can be taken.
* To update the asbestos register on the Asset Management system.
* To work with the Maintenance Team and Compliancy Team to make sure that recommendations from Fire Risk Assessments are followed up.
* To undertake the administration of the fire alarm servicing and emergency lighting systems within properties.
* To undertake the administration of all Energy Performance Certificates for properties and tenancies.
* To undertake the administration of other key maintenance contracts that managers require the Compliance Team to organise and manage, such as lifts, air conditioning systems, smoke vents etc.
Housing
* To provide support to the Housing Teams in the delivery of a customer focused service dealing with estates, tenancy management and housing related support issues.
* Responsible for dealing with a wide range of confidential and personal telephone enquiries and correspondence – working on own initiative to take action as appropriate or where required referring issues to Housing Officers or signposting to appropriate services.
* To receive and record applications for garage tenancies and to maintain the garage waiting list.
* To be responsible for the allocation of garages, ensuring that garages are made ready to let, this will include tight and effective monitoring during the repairs stage to ensure all key movements are tracked.
* To raise requisition and purchase orders ensuring invoices are authorised for payment complying with Council policy and financial regulations.
* To be actively involved in a continually growing section; to contribute ideas; review practices and procedures to continually improve performance of the section.
General
* To carry out such other duties as may be required of you, commensurate with the grade and level of responsibility, as directed by management.
* To participate as required in the Council’s Emergency Planning Operations which may involve duties outside the post holder’s normal job description and contracted hours. In the event that an incident has occurred which disrupts the council’s ability to deliver its critical functions, the post holder will be expected to participate in the recovery stage which may include undertaking duties within the post holder’s competencies in other departments and/or at other locations.
* A commitment and contribution to the Council’s Equal Opportunities Policy is an essential requirement of the post.
* The post holder will carry out all duties and activities having regard to the provisions of the Health and Safety at Work Act 1974, and in accordance with any instructions from senior members of staff under that Act or any Council or Departmental Codes of Practice or Procedures.
* The post holder must ensure that data quality and integrity is maintained and that data is processed in accordance with council policy, the Data Protection Act, the Freedom of Information Act and other legislation.
* The post holder will comply with Statute and Council Policy in all respects.
* An awareness and commitment to section 17 which places a statutory duty on police and local authorities to work in partnership to reduce crime and promote community safety. It is also required that community safety is to be a thread running through all functions of the LA.
* A commitment to excellent customer service and the values of the Council.
POST: Housing Operation Assistant
POST No.
CHARACTERISTIC SPECIFICATION
ESSENTIAL DESIRABLE SKILL S/ABILITIES
* Excellent written and oral communication skills with the ability to convey information effectively.
* Proven working knowledge of IT packages including Word, Excel, internet and databases. Proven ability to adapt and learn new IT packages and systems quickly.
* Demonstrable ability to work unsupervised and on own initiative, within deadlines and to procedures.
* Ability to multi-task with flexible attitude to move from one role to another at very short notice.
* Ability to deal effectively with suitable technical tasks in the departmental remit.
* Ability to manipulate data in order to collate figures and reports for performance indicators and statistical returns.
* Ability to adapt quickly to demands and readily accept changing situations.
* A proven ability to prioritise competing demands on time.
KNOWLEDGE
* Knowledge of the services provided by Gravesham Borough Council.
* Knowledge of housing repairs and maintenance.
* An awareness of delivering performance indicators and value for money.
QUALIFICATION TRAINING
* Good standard of education.
* Customer Care/ Business Administration Qualification.
EXPERIENCE
* Experience of working within a busy front line service.
* Experience of a resource planning role.
* Experience handling complex enquiries both face to face and in person, diffusing difficult situations, focussing on the issues raised and working to ensure a positive outcome.
* Successful problem solving.
* To work within set procedures.
QUALITIES
* Excellent team player.
* Will have a considerable impact on the effectiveness and credibility of the team.
SPECIAL CONDITIONS
* Commitment to equal opportunities.
Job Types: Full-time, Permanent
Pay: £22,737.00-£25,979.00 per year
Work Location: In person
Application deadline: 18/10/2024
#J-18808-Ljbffr