June 2016
Dear Applicant
Post of Repairs Receptionist
Please find enclosed Application Pack for the above post.
The closing date for the return of completed applications will be 12 noon on Wednesday, 29th June 2016. Please complete the application form provided and do not include a C.V.
If you have any queries or would like further information please do not hesitate to contact me.
Yours faithfully
Sandra McPhee
Corporate Services Officer
Encl.
JOB DESCRIPTION
JOB TITLE: Repairs Receptionist
RESPONSIBLE TO: Technical Services Manager
DATE: June 2016
JOB PURPOSE:
General
The purpose of all staff employed by the Cadder Housing Association is to promote and serve the Vision, Values and Aims of the organisation. The Association operates in a dynamic environment and flexibility by staff is essential. The postholder must work in co-operation and liaison with all sections and staff members to produce the best possible service to our customers.
Specific
The specific purpose of the post of Repairs Receptionist is to be the first point of contact to customers of the Association. In addition, the post holder is expected to undertake general clerical and administration tasks in the reception area and to support the delivery of the Association’s Core Services.
Performance
The Repairs Receptionist is expected to perform to a high standard and contribute to the achievement of the Sectional and Strategic Objectives as outlined in the Association’s Internal Management Plan.
JOB DESCRIPTION:
The main tasks of the post are:
1. Providing information, advice and assistance with routine general enquiries at reception from tenants and other customers calling at the Association’s office
2. Answer telephone calls promptly via the Association’s switchboard and refer them to the appropriate staff member or section.
3. Typing letters, reports, minutes and any other documents, as necessary
4. Undertake the following key clerical and administrative tasks to contribute towards an effective and efficient repairs service to the Association’s tenants and other customers as follows
a. Maintenance
i. Taking repairs by telephone or in person at reception;
ii. Raise repair work orders via the SDM housing software system and forward these to contractors and the Association’s ‘in house’ repairs service;
iii. Liaise with tenants and contractors on repairs issues, such as outstanding repairs, key management, access arrangements;
iv. Process completed work orders for the Association’s direct labour operation and contractors timeously;
v. Assist in processing contractor’s invoices to ensure payments are processed timeously;
vi. Assist the Maintenance Co-ordinator in arranging the annual gas service in accordance with legislative requirements;
vii. Take and record complaints regarding the repairs and general service and monitor through to completion;
viii. Assist in the tenant satisfaction surveys for completed repair works.
5. Provide clerical and administrative support to other departments of the Association
a. Housing Management
i. Provide applications for housing to prospective applicants and record personal details;
ii. Prepare and/or Issue general model letters for tenant related matters e.g. estate management issues;
iii. Undertake general administration tasks as directed by Housing Management staff; and.
iv. Assist in tenant satisfaction surveys for Housing Management activities.
b. Finance
i. Process cheques and cash payments in relation to the Association’s services i.e. rent, rechargeable repairs deposits, factoring, general services.
ii. Assist the Finance Officer with general clerical tasks associated with the Finance service i.e. recording invoices.
6. Undertake general clerical and administrative duties to support the effective running of the Association:
a) Ensure incoming mail is opened and recorded timeously and distributed to the appropriate staff / section;
b) Ensure outgoing mail is posted on a daily basis and ensure sufficient funds and appropriate postage for all letters;
c) Undertake filing, faxing or scanning as required;
d) Maintain the reception area in an orderly manner i.e. leaflet displays and posters;
e) Take minutes at Committee and staffing meetings, as required;
7. Undertake general clerical and administrative duties to support the operation of the Cadder Community Centre
a. Attend to general enquiries community centre user enquiries;
b. Undertake administrative tasks associated with the operation of the community centre;
c. process bookings for the activities and functions and events in the centre;
d. process deposits and other payments for activities and functions and events in the centre;
8. Assist the Health & Safety Administrator with general clerical and administrative duties associated with implementation of the Health & Safety Control Manual.
9. Ensure the confidentiality of all material which he/she comes into contact with in the course of his/her employment
10. Assist with any hospitality offered to visitors to the Association’s Offices
11. Any other additional duties relating to the smooth running of the office as instructed by the relevant Sectional Manager.
PERSON SPECIFICATION
Job Title - Repairs Receptionist
ATTRIBUTES / ESSENTIAL / DESIRABLE1. Personal Qualities
(e.g. speech, appearance, manner / · Neat and tidy appearance;
· Pleasant friendly manner;
· Able to work on own initiative or as part of a team;
· Motivated in all aspects of the role;
· Commitment to meet sectional
· and organisational objectives, targets and goals; and
· Customer Focussed.
2. Qualifications
(e.g. Education, Training, Experience) / · Minimum of 4 Standards Grades or equivalent; / Standard grades in English and Maths
3. Experience
(e.g Organisational, Supervisory etc) / · Experience of dealing with the public;
· Dealing with external agencies;
· Experience in working in an office environment;
· Good I.T Skills and Knowledge; and
· Use of Housing Software System / · Experience of Microsoft Office Applications, particularly word and excel;
· Experience of SDM Housing Software System;
· Experience of working in
a housing environment;
· Experience in working in
a maintenance
department
4. Skills & Attributes
Applicable to Post / · Good timekeeping.
· Manage workload.
· Conscientious.
· Ability to communicate effectively both verbally
and in writing;
· Flexible approach
Applications for Employment
1.0 Introduction
1.1 Cadder Housing Association is a Registered Social Landlord and a Registered Scottish Charity and was formed in 1994 and evolved through two housing stock transfers in 1994 and 1998 from Scottish Homes. We now own 652 properties and provide a factoring service to 400 owner occupiers in the area.
1.2 Cadder has a healthy mix of tenement and main door properties in the area, although these are manly three and four apartment properties, thus giving the Association and many of our tenants particular challenges with the ‘bedroom tax’ through the Government’s Welfare Reforms.
1.3 Cadder has recently been transformed through major investment in the Government Community Energy Saving Programme and partnership with British Gas has improved the energy efficiency of our tenant’s homes. These improvements include an insulated render system, new double glazing windows, new A rated boilers and central heating systems, all at a cost of £5.1million.
1.4 Cadder has a staff team of 34 people mainly working in the Association’s core and direct labour services i.e. Directorate, Finance & Corporate Services, Housing Services and Technical Services.
1.5 Cadder has embraced employability providing employment opportunities in estate caretaking, painting and clerical and administrations positions to long term unemployed people through Glasgow. Our Training Academy started in 2006 and we have provided more than 300 work and training placements and 25 apprenticeships during this period. In a recent study of our estate caretaking and employability initiative, it was stated that, ‘Cadder was punching above its weight in its contribution to the local employment agenda’.
1.6 The Association aims to continue the regeneration of Cadder where we have plans to build a new community centre and have development aspirations for vacant sites in Cadder to build housing to meet the needs of our tenants and applicants to our housing list, which will aim to provide a greater balance in the range of property types and sizes in Cadder.
2.0 Post of Repairs Receptionist
2.1 The post of Repairs Receptionist is a crucial post where it is the first point of contact for many of our tenants and other customers. As well as providing a first class reception and switchboard service, the successful candidate will be expected to undertake clerical and administration duties for the Association’s core and corporate services;
2.2 The successful candidate should be customer focused and be able to work on their own initiative and as part of a team, as well as have a commitment to meeting sectional and organisational objectives, targets and goals in their work
2.3 The successful candidate should be educated to standard grade level/National 5 level and possess a minimum of 4 qualifications, two of which should preferably be English and Math.
2.4 The post will be based in our office at 20 Fara Street, Cadder, Glasgow, G23 5AE. The hours of work are 35 hours per week and there is flexi-time working, although the receptionist will be expected to be in attendance during the Association’s office opening times, which are 9.00 a.m. - 4.30 p.m. Monday to Thursday and 9.00 a.m. – 4.00 p.m. on Friday. We close the morning of the last Wednesday of every month and then open from 1.00 pm – 6.00 p.m.
2.5 Cadder Housing Association is a full member of the Employer in Voluntary Housing (EVH) and operated salary scales and conditions of service, which have been agreed by EVH on behalf of member organisations and the Unite Union.
2.6 The terms and conditions for the Housing Services Officer are as listed:
i. The salary for this post is EVH Grade 4 (PA9 – PA12 - £19,467 to £22,014
ii. 35 hours per week;
iii. 25 days annual leave plus 15 public holidays per annum (pro-rata);
iv. Defined Contribution pension scheme is currently available ; and
v. Flexi-time working is in place although variations to the working day need to be agreed in advance or be in accordance with service rotas to avoid compromising the service to our customers.
vi. Uniform Allowance.
3.0 Recruitment Process
3.1 We hope that the information provided to you for the post of Repairs Receptionist and details about our Association will now encourage you to now apply for this post.
3.2 You should provide the following information to apply for this post:
i) Completed Application Form
ii) Completed Equal Opportunities Monitoring Form
You should not provide your C.V with your application
3.3 Your application can be e-mailed to or it can be posted to the Association. If posting it is your responsibility to ensure you allow sufficient time for it to arrive at the Association’s office, as applications received after the closing date will not be considered.
3.4 If you are invited for interview for this post we will arrange to view and copy your qualifications. References will only be requested if you are offered the position. One of your references should be your present or most recent employer. If you have not been employed or have been out of employment for a long time, you may wish to give the name of someone who knows you sufficiently well to confirm the information you have given and to comment on your ability to do the job.
Please do not include copies of your qualifications or references with your initial application.
3.5 The job description aims to outline the key requirements of the post and the person specification lists the minimum essential and desirable requirements for the post. When shortlisting for interview, the interview panel will only consider the information contained within your application form and assess this against the agreed person specification
3.6 The interview panel will not make any assumptions about the nature of your experience, skills or knowledge based on the list of job titles of your current and previous jobs in their assessment of your application form. It is for you to use the space provided throughout the form to comprehensively detail your previous experience and relate this to the job description and person specification. As well as paid employment you may also wish to include any voluntary work or any other life experience or skills you can bring to the post and Association.
3.7 Your application form is the start of your relationship with the Association and its content and quality will demonstrate your dedication to be successful in this post and work for Cadder Housing Association. It is for these reasons that you should ensure your application is legible and provides relevant and comprehensive information to give you the best possible opportunity of securing this post.
3.8 If you are related to any members of staff, consultants, contractors or suppliers to the Association – this should be clearly shown on the relevant part of the form. This will not necessarily be detrimental to your application.
3.9 If you are shortlisted for interview we will ensure you are given reasonable notice for the date of your interview. The interview panel will set questions based on the job description and person specification to ensure they can appoint the candidate with most suitable experience, knowledge, personal attributes and skills to excel in this role.
3.10 The award of employment will be subject to a satisfactory outcome to a Disclosure Scotland check and completion of a health questionnaire.
3.11 Cadder Housing Association aims to be an equal opportunity employer and is committed to diversity in employment. If you feel that there is anything specifically that you need from us to encourage our commitment, or you wish an informal discussion with us then you may contact Sukhdeep Hopper, Technical Services Manager on 0141 945 3282.
3.12 The completed application should be submitted to the Association as follows:
a) E-mail to ; or
b) Cadder Housing Association, 20 Fara Street, Glasgow, G23 5AE
3.13 The closing date for receipt of your application is 12 noon on Wednesday 29th June 2016. Interviews to be arranged.
Cadder Housing Association
In Confidence
APPLICATION FOR EMPLOYMENT
Post applied for: REPAIRS RECEPTIONIST - EVH GRADE 4