Job Information Pack Asset Management & Landlord Compliance Administrator TAFF/396

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1 Job Information Pack Asset Management & Landlord Compliance Administrator TAFF/396

2 Advert Taff Housing Association is successful and award winning with high levels of tenant and staff satisfaction. Based at our Head Office near Cardiff city centre, we manage just over 1500 homes in vibrant and mixed communities. We now have an exciting opportunity for an Asset Management & Landlord Compliance Administrator to join our Development & Regeneration Team. The Asset Management & Surveyor Team is looking for a positive and proactive Asset Management & Landlord Compliance Administrator who can assist in the administration of the internal stock condition programme. You will also assist the Assets & Landlord Compliance Team to resolve more complex queries and problems provide outstanding services and deal with routine maintenance matters. You should have previous experience of providing administrative support in a maintenance environment and experience of Stock Condition Databases & Compliance Tools. With a minimum of GCSE education level, you will also need to be IT literate and have a working knowledge of maintenance within the housing sector. This is a demanding and challenging role and you should enjoy working effectively under your own initiative and managing a busy workload, whilst also being a team player with great customer service and communication skills. What can we offer you? Offices based in the city centre located in the heart of vibrant Canton in Cardiff A competitive market tested salary A commitment to your professional development A benefits package including: 35 hour week; generous annual leave entitlement of 25 days plus statutory bank holidays and 4 concessionary days a year; flexible working arrangements to support your work life balance; Simply health cash plan; access to Perkbox; access to private medical insurance to support in times of need as well as access to specialist medical opinion for you and your family. TAFF/396 Asset Management & Landlord Compliance Administrator 35 hours per week Salary 20,325-21,583 Located at our Head Office in Cardiff To apply for this post and to view all our current vacancies please visit Closing Date: Friday 26 th April 2019 at 10am Interview Date: Friday 10 th May 2019

3 Job Description Post: Responsible To: Purpose of the post: Asset Management & Landlord Compliance Administrator Asset Management & Surveyor Team Manager This post will be responsible for the administration and support of the Asset Management and Landlord Compliance Team. Key Duties: Providing assistance, cover and support for the Assets and Landlord Compliance Team Distributing incoming and outgoing mail Contacting contractors to ensure planned and reactive works are completed within set timescales and invoice are submitted for payment Feeding back to managers on outstanding invoices and work orders Matching invoices on financial and works order system Administrating cyclical maintenance contracts and making part payments on works order system Arranging appointments for stock condition surveys, repairs and verification of planned works Uploading documents, reports and certificates into compliance database Producing minutes of meetings Uploading, scanning and storing landlord compliance certification Uploading component data and WHQS evidence to asset management and compliance databases Adding evidence of gifting appliances (white goods) to the stock condition database Creating and managing electronic document/data storage systems Co-ordinating/arranging meetings for members of the team and managing electronic diaries Directing and responding to queries via , letter or telephone call Ordering stationary, equipment and office supplies for the team Creating letters and literature for tenants as instructed Any other duties commensurate with the role Main Functions: Assist the Assets & Landlord Compliance Team to resolve more complex queries and problems Assist the Assets & Landlord Compliance Team to provide outstanding services Collating stock condition data from the Repairs Team, development, compliance team and update data accordingly Processing and matching invoices from contractors, liaising with Finance Team with payment queries Assisting the Mechanical & Electrical Surveyor to administer contracts and raise orders for cyclical works Assisting in the co-ordination and planning of surveyor and contractor appointments for stock condition surveys Assisting Compliance Officers with the input and verification of stock condition data into an asset management database Assisting Compliance Officers with the input and verification of cyclical compliance task into a compliance database Dealing with routine matters on behalf of the Asset Management and Landlord Compliance Team This job description is indicative of the range of current duties and responsibilities for the post, it is not comprehensive. This post is expected to develop over time with the skills and knowledge of the post holder and it is essential therefore, that it is regarded with a degree of flexibility, so that changing needs and circumstances can be met. All changes will be discussed with the post holder.

4 Person Specification, Asset Management & Landlord Compliance Administrator Education Essential GCSE grade C+ or equivalent in both English and Maths Desirable CLAiT Qualification or any other relevant qualification Experience/Knowledge Understanding of maintenance within the housing sector Experience working in an administration role Experience in a Property Maintenance environment Previous experience of working in the Social Housing Sector, in a similar position or one related to Asset Management and Landlord Compliance Experience of use of Stock Condition Databases & Compliance Tools Experience in dealing with enquires form the public and a range of individuals organisations Skills and Aptitude Analytical & Numerical skills - ability to collate data and interpret Competent user with practical experience of Microsoft Office packages such as: Word, Excel, and Outlook Excellent communication skills both written and verbal The ability to remain calm and polite work effectively under pressure Can assimilate data and translate knowledge to others Demonstrate a high level of accuracy Ability to schedule and programme work for others Able to deal effectively and efficiently with enquiries from a range of stake holders Ability to take minutes and produce accurate minutes Ability to communicate in welsh Personal Qualities Positive approach to team working Be well organised A flexible and positive approach to work demands Able to act on own initiative to identify improvements and to respond to unforeseen circumstances Professional approach to dealing with enquiries A customer service focused attitude Able to prioritise workloads and work to deadlines A collaborative approach to problem solving Ability to maintain data systems and produce document with are up to date and accurate Commitment to the Associations values and equal opportunities Diversity Demonstrate and respond to diverse requirements and needs of individuals To encourage individuals to value diversity and challenge behaviour wh undermines the ethos of equality

5 Conditions of Service Salary: Salary 20,325-21,583 Contract Type & Length: Working Week: Location: References: Probationary Period: Permanent contract You will be required to work 35 hours a week, Monday to Friday. Based at our Head Officer in Cardiff Appointments are subject to receipt of a minimum of two satisfactory references covering the last 3 years. These should be from your current and previous employers. Family members cannot be used as referees. New staff appointed to this post will be subject to a 6 month probationary period If you have any queries relating to this job, please contact People Services on:

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