Housing Assistant, Administrative​/Clerical

Location: Regent's Park

1. Background Godwin & Crowndale Tenant Management Organisation (G&CTMO) acts as agent for the London Borough of Camden (LBC) in the management of property and tenancies for the 173 units which comprise the Godwin & Crowndale Estate. G&CTMO is run by an elected Management Board made up of tenants and leaseholders. The Management Board is both the policy-making body and the employer of all members of staff.

There is an ongoing regeneration of Godwin & Crowndale Estate by Camden Council. This regeneration will add 10 more properties to the existing 173 units which will further strengthen the position of this Resident led Co-operative that has been in management for 32 years.
2. Purpose of the Job a) To ensure the smooth and efficient running of the estate office with reference to those areas of activity for which the post-holder has day-to-day responsibility. b) To work as a member of the estate-based team, led by the Estate Manager, contribute effectively and constructively towards building a better team. c) To assume, assist with, or be familiar with a range of housing administration responsibilities, including but not limited to those detailed below:
3. Reception / Administrative Duties (a ) Log post on system spreadsheet, pass to appropriate officer. Monitor and record response date on the system. (b) Take telephone calls, deals with initial queries and pass on difficult queries to Housing Officer/ Estate Manager as appropriate. Put in message book when the officer is away. (c) Purchase/order necessary supplies for the office and caretakers eg, stationery and cleaning materials.provide

receipts for the Housing Officer. (d) Manage petty cash float to ensure monies and vouchers have been updated and recorded accurately in the petty cash book and on system spreadsheet. Go to bank or post office as needed. (e) Log on the system nuisance spreadsheet all ASB complaints, pass on to the appropriate officer to respond and record response date on the system.

(f) Send reminder letter to car park users to re-new permit on 6 monthly basis and issue permits accordingly. (g) To provide administrative support for the estate office including record keeping, monitoring and progress chasing, invoice processing, document collation and dispatch, general facilities management . (h) Collate documents and send to Management Board as directed by the Housing Officer. (i) Order and issue communal door keys to residents and contractors.

4. Voids (a) Monitor voids to meet appropriate re-letting targets. Assist the Housing Officer to prepare void statistics for the Estate Managers report and Camden monitoring. Assume full responsibility for voids management in the absence of the Housing Officer. (b) To timely inform Camden Council of potential voids in relation to both void works and Choice Based Lettings (CBL) nominations to ensure turn around within target.

(c) Inspect voids and send referral form to Camden by email in the absence of the Housing Officer.
5. Repairs and Maintenance (a) Become familiar with G&CTMO systems for repair ordering, monitoring and invoicing, and to be aware of the budgetary implications of ordering repair work. To help administer methods of internal financial control within the organisation regarding repairs. (b) To liaise between G&CTMO and its residents on the one hand, and staff from a range of external agencies, LBC departments and contractors for best value and the benefit of our residents.

(c) Produce maintenance requests from CHICS X Repairs Software and contact Camden Repairs Centre with jobs that are Councils responsibility. i.e. Lifts, Door entry, Pest Control and repairs over 2K. Obtain job reference number and appointment from Camden Repairs and feedback to residents. (d) Produce job tickets from CHICS X and contact contractors or our Handyman with jobs that are the Co-operatives responsibility and book appointment with tenants.

(e) Call Caretaker Handyman with necessary jobs and record on CHICS X. 6. Tenancy Matters (a) Ensure that residents are provided with information concerning their rights and responsibilities, G&CTMO-provided services, local authority services, access to other agencies providing information advice and assistance, the G&CTMO equal opportunities policy, and other tenancy matters including transfers. (b) Assist the Housing Officer to provide information to LBCs Right to Buy Section as required and process mutual exchange requests via Camdens MEX team.

Assume full responsibility in the absence of the Housing Officer. (c) To be familiar with the G&CTMO and LBC complaints procedures and advise residents wishing to complain against both the Organisation and the Council on appropriate steps. (d) To timely and efficiently manage casework, attend staff meeting and one to one supervision meetings with Line Manager. (e) Ensure equality of opportunity for residents and other members of staff, and particularly equality of access to G&CTMO and LBC services in accordance with the…