September 2018

Dear Applicant

Post of Temporary Allocations Assistant

Please find enclosed Application Pack for the above post.

As a result of our ongoing new build development (50 units), we wish to appoint a suitably experienced temporary Allocations Assistant as a member of the Association’s Customer Services Team.

This temporary post (6 months / 16 hours per week) has been created to deal with the additional workload arising from the new development – letting the new houses and inspecting / re-letting the resultant void properties. The post will carry out the sign-ups, tenancy inspections, viewings and deal with applicant enquiries.

The closing date for the return of completed applications will be 12 noon on Tuesday, 25 September 2018. 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 on 0141 945 6708.

Yours faithfully

Sandra McPheeCorporate Services Officer

Encl.

Applications for Employment

1.0 Introduction

1.1 Cadder Housing Association (Association) is a Registered Social Landlord and a Registered Scottish Charity. The Association was formed in 1994 and evolved through two housing stock transfers in 1994 and 1998 from Scottish Homes. We now own 641 properties and provide a factoring service to over 400 owner occupiers in the area.

1.2 Cadder has a healthy mix of tenement and main door properties in the area, consisting of mainly three and four apartment properties.

1.3 Cadder has been transformed through major investment in a Community Energy Saving Programme in partnership with British Gas, which improved the energy efficiency of our tenants’ homes. These improvements included 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 The Association has commenced a programme of major repairs to install new bathrooms and kitchens through our direct labour trade team. We are on track to complete the bathroom installation by 2019 and the kitchen programme by 2021/22.

1.5 Cadder has been further transformed through the development of a state of the art community centre, which was completed at a cost of circa £3.0million. The new centre opened in May 2016 and has a range of themed uses. These are: learning and development; youth & community activities; recreation & leisure; functions and events and a community café. Our major challenge is to manage the centre and ensure through a healthy programme of events and bookings, that it is viable and sustainable going forward.

1.6 The Association is undertaking its first new build housing development on the site of the former St Agnes’ School. The development will deliver 50 new homes for rent for applicants from our housing list. This new build development will transform the former school site which has laid barren since 2009. In doing so it will regenerate one of the main access points at the gateway to Cadder.

1.7 Our other major regeneration achievement has been our work in providing employment opportunities to long term unemployed people through our work. We embraced employability in 2006 and we have provided more than 500 work and training placements and 60 apprenticeships in estate caretaking, painting and clerical and administrations positions during this period. In a 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’.

2.0 Post of Allocations Assistant

2.1 The post of Allocations Assistant will be involved in the lettings process for the new units. This will in the main involve:

Tenancy Inspections Viewings Sign-ups Dealing with enquiries

2.4 The post will be based in our office at 20 Fara Street, Glasgow, G23 5AE. The hours of work are 16 hours per week, which will be discussed with the successful applicant. It is envisaged that this will be over 4 days / 4 hours per week.

2.5 Cadder Housing Association is a full member of the Employer in Voluntary Housing (EVH) and operates salary scales and conditions of service, which have been agreed by EVH on behalf of member organisations and the Unite Union (Formerly T&GWU).

2.6 The terms and conditions for the Housing Services Assistant are as listed:

i. The salary for this post is EVH Grade 4 (PA9-PA12 - £20,352 to £23,015), Pro Rata

ii. 25 days annual leave plus 15 public holidays per annum Pro Rata;

iii. Defined Contribution pension scheme is currently available ; and

3.0 Recruitment Process

3.1 We hope that the information provided to you for the post of Allocations Assistant and details about our Association will encourage you to apply for this post.

3.2 You should provide the following information to apply for this post:

i) Completed Application Formii) Completed Equal Opportunities Monitoring Form

You should not provide a C.V with your application

3.3 Your application can be e-mailed to recruitment@cadderhousing.co.uk 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, 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 of 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 John McShane, Customer Services Manager on 0141 945 6702.

3.12 The completed application should be submitted to the Association as follows:

a) E-mail to recruitment@cadderhousing.co.uk; orb) Cadder Housing Association, 20 Fara Street, Glasgow, G23 5AE

3.13 The closing date for receipt of your application is 12 noon on Tuesday, 25 September 2018. Interviews are scheduled for week beginning 1st October.

JOB DESCRIPTION

JOB TITLE: Allocations Assistant (Temporary)

GRADE: Grade 4

RESPONSIBLE TO: Customer Services Team Leader

ACCOUNTABLE TO: Customer Services Manager through the Customer Services Team Leader

RESPONSIBLE FOR: No staff supervision or management

DATE: September 2018

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 is the main service provider in Cadder and we require all staff to excel and be highly motivated to meet the requirements of their role, departmental and organisational objectives to achieve our objectives and goals as outlined in our Internal Management Plan. The post holder must be dynamic, committed and flexible in their work, as well as being able to communicate and liaise effectively with all departments and staff members to produce the best possible service to our tenants, other customers and key stakeholders.

Specific

The specific purpose of the post of Allocations Assistant is primarily to assist the Customer Services Team (Housing Management) to ensure the effective letting of the 50 properties within the new build development and re-letting of resultant voids, caused by internal transfers.

Performance

The Allocations Assistant must comply with Association policies and procedures, as well as legislative, regulatory and good practice requirements in the provision of housing management duties. The post holder will be required to undertake any duties commensurate with their role and grade to ensure the provision of effective and efficient services to our stakeholders in the delivery of the post’s role.

Post Objectives & Tasks

Manage the allocations process to ensure voids re-let times are minimised, thus attending to the housing needs of applicants on our housing list and contributing to the financial viability and sustainability of the Association.

Allocations:

As required, assist applicants complete housing application forms Acknowledge housing application forms within 5 working days Process and input new housing applications onto SDM within 10

working days and provide written confirmation / advice to applicants in relation to their housing application

Maintain required registers Update applicant details on SDM Pursue tenancy references and any other relevant information Carry out home verification visits Coordinate / assist with accompanied viewings Prepare SDM applicant reports to facilitate void property selections Complete missives and associated documents with new tenants Provide guidance and advice in relation to the Association’s Allocations

policy Process new tenants on SDM together with updating relevant register

as required together with scanning and saving documents into new tenant file

Assist with new tenant visits Liaise with Homeless Casework Team in relation to S5 referrals.

Manage register and operational processes Assist in the promotion and marketing of the Association’s housing list

to ensure sufficient supply of applicants to meet current and future demand

Void Management:

Assist in the effective management of void properties to minimise re-let times and positively contribute to the viability of the Association

Promote end of tenancy reward scheme Process termination of tenancy notifications and manage void

processes through registers and SDM Contact outgoing and prospective tenants to arrange viewings

Contact customers in respect of housing offers and confirm in writing Assist with end of tenancy inspections

Other Duties

Positively contribute as to the achievement of organisational objectives and goals.

Participate in promotional, marketing and community events relating to the Association’s work.

Attend meetings at evenings or weekends, as required in relation to your role and the Association’s work

Ensure a commitment to their own professional and personal development to meet the needs of the role and the Association

Ensure a commitment to the Association’s equal opportunity policy and codes of practice.

Carry out any other tasks commensurate with your role as directed by the Customer Services Team Leader, Customer Services Manager or Management Committee.

PERSON SPECIFICATION

Temporary Allocations Assistant

Category Essential Criteria Desirable Criteria

Experience At least one year’s recent experience of carrying out similar duties in the social housing sector

At least one year’s recent experience of customer engagement

Skills, Abilities & Personal Attributes

Strong organisational skills

Strong communication skills

Proficient in the use of Microsoft Word / Outlook / Excel.

Positive outlook

Pleasant manner

Flexible approach to work

Customer engagement skills

Problem solving skills

Team player

Dealing with challenging situations

Knowledge Use of database systems

Knowledge of allocations and void practices / legislation

SDM software

Housing benefit knowledge / completion of claims

Other Requirements

Awareness of equality issues and commitment to meet the Association’s policy and codes of practice

Commitment to continuous improvement

Respect for customer and colleagues

In Confidence

APPLICATION FOR EMPLOYMENT

Post applied for: Allocations Assistant (Temporary) – EVH Grade 4

Applications must be clearly written in black ink or typed.

PERSONAL DETAILS

Surname........................................... Initials........................

Address where we can write to you:

............................................................................................................................

............................................................................................................................

............................................................................................................................

Post Code ............................

E-mail address: ………………………………………………………………

If you can be contacted during the day by phone, please give the number:

Home .................................. Mobile ......................................

Do you hold a current driving licence? YES/NO

Is it clean? YES/NO

If no please give details.....................................................................................

Have you ever been convicted of a criminal offence, other than a spent conviction under the Rehabilitation of Offenders Act 1974?

YES/NO

Office Use Only:

EMPLOYMENT HISTORY

Please give details of past and present work. This can be paid work, voluntary work or work from home. Start with the most recent.

Please state current salary:

From To Name of Employer, Job Title and Duties

Office Use Only:

QUALIFICATIONS(Academic and/or Professional) or courses presently being studied.

Subject Date Result Obtained

Dates of Study

Grade/Level

OTHER EDUCATIONTraining - include any short course you have undertaken, e.g. Night school, First Aid, Company Training courses.

Name of Course Date of Study Details of Course

COMPUTER SKILLS (please detail your experience of software and mainframe packages)

REFERENCESPlease give the name and address of 2 people to whom references can be made. If you are at present employed or have been employed, please include details of present/last employer.

1. 2. Name

Job Title

Company

Company Address

Company Address

YES NOPlease tick box if you do not wish referees to be approached without prior permission.

ADDITIONAL INFORMATION IN SUPPORT OF YOUR APPLICATION

ASSISTANCE FOR PEOPLE WITH DISABILITIES

Do you consider that you have a disability? YES/NO

If YES - are there any arrangements which we can make for you if you are called for

........................................................................................................................…

GENERAL INFORMATION

How soon after an offer of a job would you be able to start? ......................

NOTE TO ALL APPLICANTSIn accordance with the Asylum and Immigration Act 1996 Section 8, if you are invited to attend an interview you must provide an original document which states your National Insurance Number e.g. P45, P60, Payslip or a National Insurance Number Card.

DECLARATIONI confirm that to the best of my knowledge the information I have provided in this application is correct.

(a) I am/am not related in any way to a committee member of the Association.

(b) I am/am not related to any member of staff, consultant, contractor or supplier of the Association.

Signed ................................................... Date ................................

PERSON SPECIFICATION

The Association wishes to compare your experience, skills and knowledge with its requirements. You should therefore, try to show in the following part of the form how you satisfy these. This does not have to be from paid work, but can be from other experience. The Selection Panel will consider candidates who do not meet all the requirements therefore please complete all sections as appropriate.

Essential / Desirable Criteria How You Satisfy the Criterion

At least one year’s recent experience of carrying out similar duties in the social housing sector

At least one year’s recent experience of customer engagement

Strong organisational skills

Strong communication skills

Proficient in the use of Microsoft Word / Outlook / Excel.

Positive outlook

Pleasant manner

Flexible approach to work

Customer engagement skills

Problem solving skills

Team player

Dealing with challenging situations

Use of database systems

Knowledge of allocations and void practices / legislation

Awareness of equality issues and commitment to meet the Association’s policy and codes of practice

Commitment to continuous improvement

Respect for customer and colleagues

EQUAL OPPORTUNITIES MONITORING FORM

To help us monitor our Equal Opportunities Policy and the effectiveness of our recruitment practices we would like you to answer the following questions. You are not however obliged to complete the form.

This information will not be circulated to the interview panel.

1. Post Applied for:

2. Where did you see the post advertised?

Indeed Word of Mouth Association Website

Universal Jobs Match Other

If Other Please specify ___________________________________

3. Are you:

Female Male

4. Which of the following age band do you belong to?

16 – 25 26 – 40

41 – 50 51 – 60

60+

5. Do you consider yourself as defined by the Disability Discrimination Act? By this we mean a condition which has a long term and substantial effect on your ability to carry out normal day to day activities.

Yes No

If yes, is it

Temporary Allocations Assistant

Physical

Mental Ill Health

Learning Disability

Visual Impairment

Hearing Impairment

Other – please specify

6. How would you describe your ethnic origin?

Scottish/British White Asian, Asian Scottish Black, Black Scottish Indian Caribbean Other British Pakistani African Irish Bangladeshi Gypsy Traveller Chinese Polish Other White Background Other Asian Background Other Black

Background____________________________________________________________(please state which)

Arab, Arab Scottish or Arab British Mixed Ethnic Background Any Other Ethnic Background

(please state)

Fair Processing Notice(How we use employee information)

This notice explains what information we collect, when we collect it and how we use

this. During the course of our activities we will process personal data (which may be

held on paper, electronically, or otherwise) about you and we recognise the need to

treat it in an appropriate and lawful manner. The purpose of this notice is to make

you aware of how we will handle your information.

1. Cadder Housing Association (“we” or “us”) is committed to a policy of protecting

the rights of individuals with respect to the processing of their personal data and

adhere to guidelines published in the [Data Protection Act of 1998] and the

General Data Protection Regulation (EU) 2016/679 which is applicable from the

25th May 2018, together with any domestic laws subsequently enacted. We

collect and use personal data for a variety of reasons.

We are notified as a Data Controller with the Office of the Information Commissioner

under registration number Z8361444 and we are the data controller of any personal

data that you provide to us.

Any questions relating to this notice and our privacy practices should be sent to

fcsm@cadderhousing.co.uk

2. We collect the following information from you directly

(a) Name

(b) Date of Birth

(c) Address

(d) Telephone Number

(e) E-mail address

(f) National Insurance number

(g) Personal characteristics such as gender and ethnic group

(h) Qualifications

(i) Attendance & Absence information

(j) Bank Details

(k) Emergency Contact Information

(l) Copies of passports, driving licenses, birth certificates etc.

(m) Applications and CVs for Employment

(n) Pension Application forms

(o) Disclosure and PVG Certificates

We collect and use the above information and personal data for:

a. Administration of contracts of employment

b. Payment of salaries

c. Recruitment and selection

d. Pensions and associated benefits, appraisal, training and development

e. Membership of professional bodies

f. Proof of identity for Inland Revenue (Real Time Information)

3. We may disclose and share information about you with third parties for the

purposes set out in this notice, or for purposes approved by you, including the

following:

To process your monthly salary payments;

To allow your pension provider to process pensions information and

handle your pension

To allow your electronic payslips to be produced and issued to you

Reporting information to the Scottish Housing Regulator as part of the

Annual Return on the Charter (ethnic group and disability)

4. When you give us information we take steps to make sure that your personal

information is kept secure and safe.

Personal information is stored on the Association IT server, HR Database and

Payroll Software with restricted access.

5. We review our data retention periods regularly and will only hold your personal

data for as long as is necessary for the relevant activity, or as required by law

(we may be legally required to hold some types of information), or as set out in

any relevant contract we have with you.

Data retention guidelines on the information we hold is provided in our Privacy

policy.

6. You have the right at any time to:

Ask for a copy of the information about you held by us in our records;

and

Require us to correct any inaccuracies in your information

7. If you would like to find out more about how we use your personal data or want

to see a copy of information about you that we hold or wish to exercise any of

your above rights, please contact: Finance & Corporate Services Manager.

You have the right to complain to the Information Commissioner’s Office in

relation to our use of your information.

The accuracy of your information is important to us – please help us keep our

records updated by informing us of any changes to your personal and contact

details.