Job Description Housing Co-ordinator (jobshare)

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PURPOSE OF THE JOB

To be responsible, with our other housing co-ordinator/s, for the day-to-day running of ASH Co-op in co-operation with the membership; deal with outside bodies on behalf of the co-op; keep computer records; maintain and develop office and financial systems; and provide administrative support for working groups.

REPORTING TO

The Employment Co-ordinators, who are elected by the members on to ASH Co-op’s committee.

MAIN DUTIES AND RESPONSIBILITIES

All tasks are to be carried out with the relevant Co-ordinators and Working Groups where appropriate. As a volunteer led organisation, the Housing Co-ordinators will be expected to liaise with working group co-ordinators from time to time to agree how tasks will split between them. A key responsibility of the Housing Co-ordinators is to provide continuity where volunteers are unable to do so.

CORE TASKS (priorities for day to day)

General

• Ensure the office is open within agreed opening hours, informing members of opening times
• Liaise with outside organisations on the Co-op’s behalf
• Process all incoming post and email and pass on to relevant working groups
• Maintain supplies of stationery and other consumables distributed to members from the office

Maintenance

• Respond to repair and other Maintenance requests, arranging suitable works from approved contractor list and giving members appropriate notice of works
• Assist with access to properties when contractors are on site
• Assist with organising cyclical Grounds and Maintenance works and annual safety checks
• Organise annual fire risk assessment and works arising with contractors

Finance

• Process all invoices and record payments in cashbook
• Pass along invoices to be paid to Finance Group for approval and payment each week
• Liaise with payroll company and process worker pay, pension and HMRC invoices for payment
• Process requests for reimbursement for member expenses, either via bank transfer or rent adjustment
• Maintain accurate records of all financial matters, reconciling monthly and annually

Rent

• Process all rent transactions including benefits payments, maintaining accurate records of members rent balances and payments
• Reconcile rent book weekly
• Send out weekly communications to members in arrears, supporting the Rent Group to address arrears and taking appropriate action to recover the debt
• Provide information/assistance to members applying for housing benefits and liaise with council/Universal Credit relating to issues with claims where appropriate
• Represent the Co-op in court and make applications to court where arrears remain unaddressed

Allocations

• Respond to enquiries and applications to join the Co-op
• Complete tenancy sign-ups for new members
• Liaise with Allocations Group to organise Open Evenings and Shortlist Interviews
• Maintain records of applicants and shortlist
• Ensure rooms are checked when members leave, inform houses of timeframes to fill the vacancy, and monitor vacancies that run long in line with policy

Secretarial

• Help members prepare proposals and items for meetings (such as research, costings, and item wording), and assist with agenda writing when needed
• Signpost members towards working groups and projects that they can get involved with
• Assist with maintaining records of meetings and committee members
• Inform members about rules and policies
• Ensure personal data is processed in line with GDPR

Support and Wellbeing

• Listen to members experiencing conflict, and signpost on to Support and Wellbeing Group and/or external organisations as appropriate
• Adapt approach and systems to meet members’ health and communication needs.
• Maintain records of Support and Wellbeing and assist with monitoring timeframes for cases
• Assist members with applications for benefits and other relevant support
• Co-ordinate members accessing counselling where co-op agrees to fund sessions

OTHER TASKS (less frequent or cyclical tasks)

Secretarial:

• Attending General Meetings
• Preparing quarterly reports for General meeting
• Complete annual return to Social Housing Regulator

Rent:

• Sending annual rent change notifications to members

Finance:

• Organising service rebates to members at end of financial year
• Assisting with annual audit and preparation of financial documents for annual return
• Preparation and support of annual budget setting

Other groups:

• Assisting with organising co-op events, such as member training and Mill Road Winter Fair
• Identifying and organising trainings for workers with the Employment group
• Researching and supporting Development projects and long-term asset management projects
• Supporting Equality and Diversity group work