Unipol Student Homes. Assistant Housing Management Officer. Fixed Term of 2 years

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Sara Brooks
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Unipol Student Homes Assistant Housing Management Officer Fixed Term of 2 years You will assist the Housing Manager working within one of the housing teams in managing a mixed portfolio of Unipol

The portfolio contains a wide range of students, from students with families, postgraduates, returning undergraduates and first year students many of whom are living away from home for the first time.

1 Unipol Student Homes Assistant Housing Management Officer Fixed Term of 2 years You will assist the Housing Manager working within one of the housing teams in managing a mixed portfolio of Unipol owned, leased or managed properties dealing with tenant and supplier relations. The portfolio contains a wide range of students, from students with families, postgraduates, returning undergraduates and first year students many of whom are living away from home for the first time. You will be an important member of the housing management team, playing a full role in interacting with others within the team to ensure ever-improving standards of management. Under the guidance of the Housing Manager, your role will require flexibility, initiative and commitment. Certain health and safety routines carry a high level of personal responsibility and must be carried out with accuracy and rigour. Limited late night working (up to 7.00pm), and weekend work at specific times of the year will be required, together with the need to undertake cover and call-out arrangements over some public holidays when arrangements for dealing with emergencies have to be made by the Housing Manager. You will also be required to work some mornings on a rota to answer telephone enquiries about repairs. It is essential that you should have a full, current, valid driving license with frequent access to your own motor transport. A mileage allowance is paid for work related business. All those working in Unipol are jointly employed by Unipol and the University of Leeds which have multi-cultural communities, valuing diversity. You will be expected to treat all individuals fairly, with dignity and respect so as to create a safe, supportive and welcoming environment for all. University Grade 4 ( 18,412-21,220 p.a.) according to qualifications and relevant experience.

2 To explore the post further or for any queries you may have, please contact: Liz Hodgen, Deputy Chief Executive Tel: +44 (0) Ref: CSUNI1025 Click here for further information about Unipol Unipol Student Homes is a company limited by guarantee, registered in England and Wales NO Registered Charity No

3 Job Description Reports to: Senior Housing Management Officer Main duties and responsibilities Property Management You will carry out the following duties required to ensure that the properties within their area of responsibility are properly managed: Ensuring that property/ies are advertised at the correct time and accurately and are removed when let, liaising with the Lettings Officer and Hub staff to update them as necessary; Ensuring that the UnipolHousing.org website is up to date with Unipol properties whether available now or let; Undertaking visits of properties with potential tenants and promoting those properties with a view to letting them; Assisting in the promotion of Unipol as a responsible landlord to current tenants so that tenants are encouraged to reside with Unipol; Following the designated sign-up process with new tenants, ensuring they understand the contract they are entering into and have all the correct and necessary documentation; Preparing standard documentation required to be given to tenants as part of their tenancy agreement (including EPCs, Rental Checklist booklet, and gas safety certification); Maintaining a Lettings database, with details of any appointments for viewings and sign-ups; Ensuring that Unipol has an adequate number of keys/fobs in order to provide each tenant with a front door key and for Unipol to retain two spare keys to be entered correctly in the key system. At the end of the let ensuring that keys/fobs have been collected, that this has been recorded in the key system and having any locks and additional keys cut for new incoming tenants where keys are not returned; Contacting tenants where keys have not been returned at the end of the tenancy; Ensuring that the instructions for new equipment are scanned and stored centrally, and made available to tenants using the Tenant appliance grid section of the website; Assisting with Unipol's To Let boards to ensure they are erected on appropriate Unipol properties, within Leeds City Council guidelines, giving details of the

4 number of bed spaces within each property and check that To Let boards are removed from properties once let; Visiting properties when new tenants are moving in to ensure that tenants fully understand how systems within the house function and that any help they require in this area is met; Explaining to new tenants how a property and the appliances and amenity levels function; Following a checklist to ensure that relevant buildings comply with the requirements of the Unipol Code and the National Code of Standards for Larger Developments and bringing to the attention of the Housing Manager any problems or related issued where compliance with these Codes is problematic or not possible; Maintaining all property records in the standard file format and entering all tenant details on the computer and informing the Director of Finance of any changes in the letting arrangements within the property; Collecting deposits from new tenants, ensuring these are correctly reported under the Tenancy Deposit Protection Scheme, arranging for inspections at the end of the let, together with explanatory letters to ensure the return of those deposits or their retention for specific purposes; Undertaking visits to properties, as directed, to ensure that tenants are abiding by the terms of the tenancy agreement; Completing property inspection reports on all inspections made and ensuring they are filed in the property records and arranging for the completion of any necessary repairs arising from the visits; Taking part in the rota by which tenants can telephone in their repairs and logging those details into the repairs system for other members of the housing management team; Arranging for repairs to be undertaken using Unipol's approved list of contractors and ensuring that complete records of each repair undertaken is placed on the Housing Management System; Liaising with tenants about access for repairs and ensuring that works are undertaken at times that have been arranged; Checking all repairs have been undertaken to order and checking that they have been satisfactorily completed and notifying the Maintenance Coordinator that the relevant invoice can be signed off and the completed works paid for; Taking part in "viewing days" and "open days" organised by nominating institutions/partners;

5 Accompanying trustees (with Senior staff) to Unipol properties as part of the trustee induction; Assisting the Training and Events Offices (who undertakes the bookings) with summer lets with a view to maximising lettings of rooms and assisting in the administration of the summer lets; Assisting senior staff in maintaining the family waiting list including regularly undertaking regular updating and keeping in touch with the people on the list; Ensuring all fields in the Housing Management system are completed by contacting the tenants for the information that is absent. Promoting Property Management Services to Owners As part of Unipol's property management service you will work closely with the Housing Services Co-ordinator to undertake any tasks required to bring those properties into full management including responding promptly to enquiries about the property management scheme and sending Unipol reports, information and assessment sheets to interested parties. Lettings You will assist the Housing Manager by: Entering data on the Unipol Rent Online system in an accurate and timely manner, to enable potential tenants to secure accommodation using this system when away from Leeds; Following up rent online applications with the applicant to ensure the process is completed in a timely manner; Bringing to the attention of the Lettings Officer any rent online applications that do not appear to be progressing and act according to their instructions; Working to a template carry out 'lettings inspections' of properties included within the Unipol portfolio, and making recommendations to the Housing Manager for works to be carried out as may be required to increase the letability of the property. Health and Safety You will work, as directed, to support the Housing Manager who has certain important first line health and safety obligations for the housing portfolio and in this support role will undertake a number of important health and safety routines and will draw to the attention of the Housing Manager any operational difficulties or improvements identified from those routines. You will assist with undertaking fire alarm tests, emergency lighting tests and check fire blankets and ensure that each test is recorded appropriately in a log.

6 Digital and Social Media To engage with our tenants through various forms of digital communication including social networking sites, currently Facebook, Twitter, Skype and web chat to answer questions about all aspects of Unipol s services. Web chat can be referred to a colleague in another section or to those with more information when appropriate and all feedback on the chat they have been involved with is recorded on a database. Financial Systems You will liaise carefully with the Finance Manager and follow Unipol's financial systems in all respects. If in doubt about those systems, particularly involving any cash transactions, you will have responsibility to ask the Finance Manager to outline and explain those systems so that no doubt can arise as to the procedures to be operated. You will also ensure that all financial matters are reported properly to those operating Unipol's financial systems. General You will undertake such general duties within Unipol as from time to time may be required and shall accept periodic revisions of this job specification where transferable skills are utilised.

7 Person Specification Essential Full, current, valid driving license with frequent access to their own motor transport; Good written communication skills; Good oral communication skills; Good organisational skills; A flexible attitude; Experience of operating a computer records system and any working knowledge of Microsoft Office, especially Word and Access and web based systems would be an advantage and the ability to train in these systems is essential; An interest in Housing and customer care; An interest in improving housing standards; Desirable Specific experience of student housing management, although training will be provided in this area; Experience of property lettings; Knowledge of the Leeds student rental market; Knowledge of housing health and safety; Experience of working successfully with young people; Experience of working in a busy and demanding environment; Proven administrative skills.

8 Additional information Working at Leeds Find out more about the benefits of working at the University and what it is like to live and work in the Leeds area on our Working at Leeds information page. Candidates with disabilities Information for candidates with disabilities, impairments or health conditions, including requesting alternative formats, can be found on our Accessibility information page or by getting in touch with us at Criminal record information Rehabilitation of Offenders Act 1974 A criminal record check is not required for this position. However, all applicants will be required to declare if they have any unspent criminal offences, including those pending. Data Protection The information you provide in your application will be used to consider your suitability for the post for which you have applied. If your application is not successful the information will be disposed of confidentially within 8 months. If your application is successful and you are appointed, your information and future data will be processed in accordance with Leeds University's Data Protection Code of Practice. A copy of this code can be obtained from either Leeds University's Human Resources Department or by visiting More about Unipol Unipol is a housing Charity established in 1973 by the University and the then Polytechnic in Leeds in co-operation with their Student Unions. In 1997, Unipol became an incorporated Charitable Company with a Board structure. Unipol provides assistance in finding and supplying housing for students in Nottingham, Leeds and is the main private sector service supplier for the University of Bradford and Bradford College, Leeds Beckett University, the University of Leeds, Nottingham Trent University, The Northern College of Contemporary Dance, Leeds City College, Leeds College of Art and Leeds College of Music. Unipol fulfils four distinct but connected roles: - Unipol runs a number of successful voluntary accreditation schemes for owners letting to students, Unipol runs the Unipol Code that covers 55% of the off street

9 property market in Leeds, 45% in Nottingham and 55% in Bradford. The Codes are designed to maintain and improve property and management standards. In addition Unipol is also about to start operating a small accreditation scheme for the University of Exeter. Unipol has a stake in two Government Approved Codes of Practice dealing with larger student developments in the United Kingdom. Unipol currently accredits an estimated 258,000 student bed spaces. - it runs three Housing Hubs providing a forum in which owners can advertise their properties. Although owners are asked to pay a fee for Unipol's services the Housing Hubs are partially funded by the institutions listed above. Unipol's websites, which centralises all private sector vacancies, are a major source of information and advice for students and receives around 100 million hits a year - it has its own Housing Section which develops, takes into ownership and manages refurbished properties and lets them directly to students. Unipol is currently responsible for housing around 3,000 students (including over 310 student families) located in Leeds, 179 students in Nottingham and 59 students in Bradford - through its training arm "Unipol Training" Unipol is the main national trainer in the niche market of student accommodation, running a full annual programme. The training arm also undertakes some bespoke in house training and a number of briefings for different constituencies. Unipol has in-house training facilities in both Nottingham and Leeds. Unipol is currently following a Forward Look designed to maintain and upgrade its services to meet the increasing needs of its student clientele and increase its own accommodation services. A copy of this can be found at on Unipol's website. Unipol is organised into six operational areas: i) the Senior Management Team consists of the Chief Executive, the Deputy Chief Executive, the Director of Finance, the Assistant Chief Executive - Hub Services, the Assistant Chief Executive - Housing, the Assistant Chief Executive - Standards and Projects and the Assistant Chief Executive - IT and Communications. The Chief Executive and Deputy Chief Executive are supported by an Office Administrator and Code Complaints Investigator.

10 ii) the Finance Team is headed by the Director of Finance and consists of a Finance Manager, a Senior Finance Officer, one full time Finance Officers, three full time and one part time Financial Assistants supplemented by consultants for project work from time to time. This post is part of this team. iii) the Housing Services team is currently in a state of transition and the organisation is mid-way through merging the housing services team with the Housing Hub teams in Leeds and Bradford. The Housing Services team is overseen by the Assistant Chief Executive - Housing Services and consists of the Housing Manager, the Housing Services Coordinator and the Development Manager. There is a Housing Team Leader, three Senior Housing Management Officers and six Housing Management Officers (two of whom are located in Nottingham). The team is supplemented by Residents Assistants (currently 17) and a number of part time Housing Assistants (varying from two in term time to seven over the summer). The Housing Assistants are overseen by the Senior Housing Management Officer (Procurement) and the Residents Assistants are overseen by the relevant Housing Management Officers. The Housing Hub operations are overseen by the Assistant Chief Executive - Hub Services and she is assisted by the Hub Marketing Officer who is part of the larger housing team. As the Housing Hub and housing services merge staff currently working between the two areas will have joint responsibility for both areas of operation. There are also teams of temporary part time staff (normally students) to assist in the day to day running of forward facing services to both students and landlords. Located within the housing management team but directly answerable to the Deputy Chief Executive is the Tenancy Support Officer. iv) the Nottingham Service is led by the Nottingham Services Manager and consists of a full time Accreditation Officer, a Senior Housing Management Officer and one other Housing Management Officer and one part time Residential Assistants. v) the organisation has a technical services arm that is led by the Assistant Chief Executive - IT and Communications who oversees an IT Manager, two ICT Officers, an Applications Developer and two part time support staff to ensure that the organisation maintains high quality IT and web services. vi) The Student Interface and Standards Team is headed by the Assistant Chief Executive - Standards and Projects who oversees all accreditation and tribunal systems (currently five), the conferences and training operation (with the Training and Events Officer) and the Digital and Social Marketing Coordinator.

Unipol Student Homes. Housing Management Officer (Nottingham) 35 hours per week 2 year fixed term

Unipol Student Homes. Housing Management Officer (Nottingham) 35 hours per week 2 year fixed term Unipol Student Homes Housing Management Officer (Nottingham) 35 hours per week 2 year fixed term You will manage a portfolio of properties under Unipol s own housing management system for student residents