Newark and Sherwood Homes

JOB DESCRIPTION

JOB TITLE:Rent Recovery Assistant

RESPONSIBLE TO:Finance and Income Manager

GRADE:Band D

LIAISON WITH:Tenants, other service areas of Newark and Sherwood Homes, Newark and Sherwood District Council, Social Services, Benefits Agency, elected Members, County Court, bailiffs and any other bodies or agencies relevant to the efficient control of the rent accounts.

PURPOSE OF THE POST:

To participate and assist in all aspects of Income Management administration. To support the operational Income Management functions. To control, produce information and liaise with all relevant persons or agencies associated with rent and rent arrears collection and, where appropriate, rent accounting function. To provide assistance and guidance to tenants where appropriate. To promote the Company as an efficient, professional and caring organisation.

KEY DUTIES AND RESPONSIBILITIES:

Performance and Service Delivery:
  1. To follow the prescribed procedures and practices in the control and administration of the collection of the Income Management functions, including the maintenance of files and records.
  1. To provide support to the rent collection functions, including issuing the appropriate receipt, amendment and recording of payments together with the reconciliation and preparation for income received.
  1. To supply information to NSDC Housing Benefits regarding tenant issues in relation to their rent account, including tenancy commencement and termination.
  1. To liaise with tenants by any appropriate means to make arrangements to clear balances and monitor progress in relation to rent, standing orders, direct debits and the calculation of monthly charges, credit balances and to support with interim requests for refunds where required.
  1. By use of the in-house computer system, accurately calculate and process Direct Debit applications, and to provide additional support as required to Income Accounting colleagues.
  1. In accordance with BACS requirements and by use of computer programmes, accurately carry out appropriate processes for the recording of Direct Debits with BACS, and to provide additional support as required to Income Accounting colleagues; to include new applications, cancellations, payment requests, returned payments and all other associated tasks.
  1. To re-calculate Direct Debit payments and to provide support as required to Income Accounting colleagues, including year-end adjustments.
  1. To support colleagues in the active promotion of payment of rents due (house and / or garage) by Direct Debit.
  1. To answer enquiries from the public and other officers in relation to services provided by Newark and Sherwood Homes on behalf of the Council.
  1. To support Income Accounting colleagues in the administration of the rent refund process, to include giving direction to other colleagues where appropriate.
  1. Under the direction of the Finance and Income Manager, to administer and prepare write-offs for progression to the Council.
  1. To correspond with external agencies in relation to references and referrals for tenants.
  1. To provide administrative support to the income accounting and rent recovery functions, to include general office duties and typing of letters, minutes and reports.
  1. To provide cover for the income accounting assistant tasks within the finance and income service area including but not limited to: daily reports, weekly finance tasks, Direct Debit administration etc.
  1. To undertake and support when requested the training of new colleagues in relation to the Income Management function, as well as Finance and Income procedures.
  1. To attend any mandatory training sessions or any training as may be deemed necessary by the company, including those relating to legislative changes and professional competence.
  1. To prepare and input data into any appropriate system as requested and to verify the accuracy of such input.
  1. To prepare reports and statistical information when requested.
  1. To attend and actively contribute to meetings when requested, to discuss targets, performance and any other relevant matters.
  1. To actively contribute to service development and progression, including the maintenance and development of IT systems.
  1. To actively contribute to the production and implementation of other strategies, plans and projects as directed.
  1. Preparing paperwork for court cases and submitting through PCOL in support of the income management service area
  1. Preparing paperwork for alternative payment arrangements (APA) for tenants in receipt of universal credit payments and processing responses as required
  1. Completing checks for outstanding debts for right to buy applications (RTB), tenancy offer and mutual exchanges, adaptation checks and rent deposit scheme on behalf of NSDC.
  1. Serving notices and visiting tenants to support the income management service area.
  1. To assist with the collection of outstanding debts in relation to private sector lifelines

Contacts and Relationships:
  1. To formulate and manage successful relationships positively and professionally, that are required for effective delivery of your role.
  1. To establish and request support from peers or others in a timely manner to enable effective delivery of your role.

Conduct and Other Responsibilities:
  1. To co-ordinate your working hours and leave requests to enable delivery of your role priorities, in liaison with other Finance and Income colleagues.
  1. To deliver an effective and appropriate service to all users, fairly and without discrimination. Uphold the Company’s Code of Conduct, Equal Opportunities Policy and other policies and procedures. Ensure that you are polite, sensitive and professional in all your dealings with residents and the wider public.
  1. As a term of your employment, you can be required to undertake such duties commensurate with your grade and / or hours of work, as may reasonably be required of you at your initial place of work or any other of the organisation’s establishments.
  1. The post holder will operate from Kelham Hall or Farrar Close offices as directed and may be varied from time to time.

This Job Description represents a statement of the duties of the post but does not include all minor duties. It is inevitable that over time the nature of an individual job will change and existing duties may be lost or others gained without changing the general character of the duties or the level of responsibility entailed. As a result, the Company will expect this Job Description to be subject to revision.

PERSON SPECIFICATION

JOB TITLE:Rent Recovery Assistant

DATE:April 2017

FACTOR / REQUIREMENT / ESSENTIAL
OR
DESIRABLE / METHOD OF
ASSESSMENT
RELEVANT EXPERIENCE / -Have a minimum of 1 years’ experience working and / or supporting in an office environment / Essential / Application Form /
Interview
-Have experience of dealing directly with the public / Essential / Application Form /
Interview
-Have experience of dealing directly with the public on financial matters / Desirable / Application Form /
Interview
VOCATIONAL TRAINING / -Have a good standard of overall education, such as 3 GCSEs (Level C or above) or equivalent or equivalent / Essential / Application Form
-Be computer literate and able to use a variety of software packages; e.g. word processing, spreadsheets and presentation packages, with proficient keyboard and VDU skills / Essential / Application form /
Interview
-Have an awareness of debt recovery techniques / Desirable / Application Form /
Interview
-Have an awareness of benefits and debt counselling / Desirable / Application Form /
Interview
JOB RLATED SKILLS / -To have a high standard of numeracy / Essential / Application Form /
Interview /
Test
-Have the ability to deal with members of the public in a confident and helpful manner / Essential / Application Form /
Interview /
Test
-Good communication skills and awareness of good customer service and customer care skills / Desirable / Interview /
Test
-Have the ability to work with minimal supervision and maintain high standards under pressure as part of the Finance and Income Service Area / Desirable / Application Form /
Interview /
Test
-Have the ability to maintain accurate manual and computer records / Desirable / Application Form /
Interview/
Test
-Have the ability to meet targets / Desirable / Application Form /
Interview /
Test
-Ability to work in a busy and performance focused environment and deliver to strict deadlines / Essential / Interview /
Test
-Effective personal organisation and highly motivated / Desirable / Interview
WORK
CIRCUMSTANCES / To be committed to self- development and to improving knowledge and skills / Essential / Interview
-To have a flexible approach to working practices and working hours / Essential / Interview
-To have a full clean driving licence with access to a vehicle available for work
-Work type – Mobile / Essential / Application Form /
Interview
-The Company operates a No Smoking Policy

NB: The above specification defines the minimum essential requirements of the job, but the Company will have regard to the Disability Discrimination Act and will make ‘reasonable adjustments’ to help applicants with a disability achieve these standards. Compliance with all the requirements of the Job Description and Person Specification does not guarantee an interview. It may be necessary to use additional criteria at the shortlisting stage.

SIGNED:______

DATED:______