Job Description
Job Title:
Deputy Manager (Administration & Budgets)
Reports to:
Head of Operations/Manager, Speke House
Job type:
Permanent
Remuneration : £33,579 per annum
Holidays: 33 days includes bank holidays.
Hours of work: 37.5hrs per week, to be worked on a flexible approach which may include covering evenings and weekends, as directed by the Manager of the House. An on-call rota is operated to give cover out of hours and the Deputy Manager will be included in the rota.
The Service
Launchpad is a registered charity. Speke House is one of three supported houses within Launchpad; it is a unique initiative to benefit homeless Veterans and their partners. Providing accommodation and support for up to 2 years helping veterans make a successful transition into permanent housing and employment. Speke House contains 50 self-contained, unfurnished flats in a safe and secure environment. It is situated in Speke, Liverpool. Launchpad is of national importance in veteran support, with Speke House providing a local solution, working with local organisations to secure a stronger future for veterans, reducing the risk of homelessness and rough sleeping, dealing with housing, health and wellbeing, activities, training for employment and support when they have moved onto independent living. This is rare opportunity for the right person within a charity that is expanding its services.
Role Overview
The role of the Deputy Manager (Administration and Budgets) is to support the Manager by being the focus for administrative and budget matters in the House. Key elements of the job will be to focus on benefits management from an accounting and residents perspective; to maintain residents Personal Action Plans; to submit residents documentation for benefits, employment and housing, as well as managing house correspondence. The Deputy Manager (Administration & Budget) title will be abbreviated to DM(A&B).
Job Purpose
The purpose of the DM(A&B) is to support the residents in maintaining their tenancy and provide tenancy management.The outcomes are as follows:
Stepping in as manager when the general manager is off work or unavailable
Able to work with HR to hire and train new staff
Able to develop strategies for new projects, set deadlines and create workflows
Can delegate tasks effectively to team members while taking responsibility for the outcome
Helps team members to follow company rules and guidelines
Helps the general manager to make important decisions related to administration, projects and management procedures
Keeps records of financial and legal matters
Can summarise team activities to keep senior managers informed.
Processing invoices, expenses, and cash/bank transactions
Supervising benefit management for the residents
Reconciling income and residents rent statements.
Monitoring arrears and implementing payment plans
Finance reconciliations
Dealing with queries in a professional and timely manner
General administrative tasks
The DM(A&B) is expected to contribute (with guidance and training as necessary) in other areas of management of Speke House, as all do, including fundraising, guiding, and mentoring residents and standing in for other members of staff when necessary.
Method
From each residents arrival in Speke House, the DM(A&B) must establish him/herself as the person who can help residents most with advice about allowances, benefits and personal records. The DM(A&B) must always have the trust of the residents and maximise engagement with them.
Working with the Manager and other staff members, the DM(A&B) will advise the residents on arrival how to apply for benefits, especially housing benefit, and ensure that they do so quickly and then maintain accurate records as circumstances change.The DM(A&B) will liaise with the Department for Work and Pensions (DWP) and local Jobcentre Plus to ensure residents are compliant with the Welfare to Work programme and assist the Company Secretary in all issues relating to rent and service charge payments and monitor any arrears.The DM(A&B) will also manage correspondence and ensure that the House is well administered.The DM(A&B) will ensure that where appropriate, new residents at Speke House apply for social housing as soon as possible after their arrival so that they are registered on the social housing waiting list.
The DM(A&B) must support the Manager of Speke House in engaging the residents while representing the interests of Launchpad as well; he or she must be perceived as balanced, fair, and objective.To achieve this, the DM(A&B) should have a good intellect, confidence and possess excellent communication skills.
Primary
Responsibilities
Always support the Manager and be prepared to stand in for other staff when required.
Induct into Speke House residents on arrival (and meet and engage relatives, wherever possible) with the Manager and other staff.
Maintain residents database.
Develop and manage Personal Action Plans with individual residents, including creating and maintaining personal records, creating, and managing the residents Home Stars.
Assist residents with the completion of benefits claims.
Liaise with representatives from LCC on all matters relating to housing benefit, council tax etc.
Liaise with Public and 3rd Sector Support Agencies for the benefit of the residents at Speke House, as directed by the Manager.
Monitor compliance among residents with the Welfare to Work programme, addressing issues or circumstances that will avoid sanctions.
Work closely with the Manager and Company Secretary and residents to ensure that they consistently pay rent and service charges.
Provide the Company Secretary with regular financial updates via the weekly finance logs including Xero System and Licence Statements
Maintain accurate manual and electronic filing systems as appropriate and reconcile financial records weekly and monthly.
Be a part of the Staff On Call Rota
Any other reasonable duties as requested by the management.
Essential Competencies
At least a reasonable understanding of the benefits process and supported housing.
Supported Accommodation with complex needs experience.
IT literacy, at least extending to thorough user knowledge of the internet, email, Word and Excel.
Experience of office administration and managing databases.
Confident and of sufficient intellect and empathy to deal with complicated benefits issues and residents issues.
High quality verbal and written communications skills combined with an influential and personable manner.
Ability to work cooperatively within an integrated team dedicated to achieving successful outcomes for the residents.
Trustworthy, fair, honest and respectful.
Strong organisational skills and diligence.
Motivated self-starter with enthusiasm to make a positive impact on, and help, veterans.
Be able to work largely unsupervised. Be methodical, accurate and have a thorough approach to work, with excellent attention to detail.
Desirable Competencies
An awareness of general Health & Safety legislation.
Standard DBS disclosure.
Understanding of the Data Protection Act (1998) as laid down by the Information Commissioners Office.
Competent in employing the Home Star methodology.
Competent in utilising Social Media platforms such as Facebook and X.
Understanding of mental health and organisations that provide support.
Understand the challenges ex service personnel face when transitioning from military service to civilian life.
Full UK driving licence.
Enhanced
Disclosure and
Barring
This role requires the post-holder to undertake an Enhanced Disclosure and Barring Service Check through the Home Offices Disclosure and Barring Service.
Information obtained as a result of the check that may adversely affect the post-holders ability to fulfil the role may result in termination of employment.
The above responsibilities are not exhaustive and are subject to revision in accordance with the needs of the charity to ensure an effective and efficient administrative function.
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