Job Description
Assets Administration & Support Officer Human Resources
Department:
Assets
Primary Location:
Status of Employment:
Central Office Social Community Home Care & Disability Services Award 2010 (Level 3/4) Permanent Full Time
Date Reviewed:
April 2015
Reports To:
Asset Coordinator
Award/Classification:
Position Summary Unity Housing Company (Unity) is the largest single provider of low costs rental community housing in South Australia. While the core of Unity’s work is the provision of accommodation to people living with disabilities or experiencing homelessness and people on low incomes, the company is rapidly developing a diverse affordable housing property portfolio. Reporting to the Assets Coordinator, the Assets Administration and Support Officer is responsible for providing administrative and compliance reporting to support the Assets team and provide back up support in the coordination of contractors and tenancy inspections during times of leave. Key overall responsibilities of the role will include: • Works as a flexible, collaborative and positive member of the Assets team • Communicates in a proactive manner with a range of stakeholders to fulfil Unity’s vision for affordable housing and sustainable communities • Encourages and supports a culture of dignity and respect towards tenants, stakeholders and colleagues Key Reporting / Working Relationships Internal • Reports to the Assets Coordinator • Member of the Assets Team • Liaises with Executive Team as required • Works collaboratively with Accommodation Services and Affordable Housing
External • Tenants • Service Providers • Local Councils and Funding Authorities • Community Housing Sector (SA) • Contractors conducting work on behalf of Unity Housing
Hours/Location As per contract Special Conditions • A six month probationary period will apply • Hours of work are 38 hours per week • A current driver’s licence is essential Assets Administration and Support Officer | Job Description | Human Resources | Version 2.0 (23/09/15)
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Job Description
Assets Administration & Support Officer Human Resources
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Some out of hours work and on call services may be required Position is based at the central office but required to work across other Unity sites 5 weeks annual leave is accrued annually (pro rata for part time employees) Prior to appointment and on an ongoing basis staff must undergo a satisfactory police check
KEY RESPONSIBILITIES ADMINISTRATIVE DUTIES • • • •
• • • • • • •
Time Spent (%)
Maintain a centralised register for all maintenance enquiries and requests Maintain a centralised register for inspection reports Maintain a centralised register for inspection reports which identifies outstanding items for Asset team follow up Support the Asset Coordinator with the recording and reporting on the following compliance items in relation to contractors: o Insurance o Licences o Inductions o WHS Maintain a central register for Unity’s Master Key system Ensure payments of property utilities are paid in accordance with payment terms General administrative duties as requested including; file management (electronic and hard copy), archiving, word processing, scanning/faxing, travel and accommodation bookings and minute taking Entering property and tenancy management matters onto the tenancy database as required Tenant charge invoice management and subsequent follow up Organise service and utilities disconnections as required for vacancies Other duties are fulfilled as reasonably required under direction of the Manager or their delegate
PROPERTY AND TENANCY MANAGEMENT •
85%
Time Spent (%)
During times of leave, act for Asset Officers and assist the Asset Coordinator by carrying out the following activities: o Arrange property repairs associated with insurance matters, liaise with stakeholders and complete required documentation o Monitor maintenance, including checking progress to ensure a high standard or work is carried out within reasonable timeframes o Encourage feedback from tenants and the Housing Team to determine that maintenance is being carried out to a high standard and in a timely manner o Liaise with local government and others in relation to surrounding development applications, heritage issues and other planning or local government issues that may affect Unity’s properties
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10%
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Job Description
Assets Administration & Support Officer Human Resources
o Provide advice and support to housing teams and assist to ensure properties meet legislative, regulatory and community standards. This may include boarding houses, transitional housing, affordable housing and any form of Unity rental properties o Ensure maintenance work is carried out as scheduled in the Asset Maintenance Plan, in consultation with the Assets Coordinator o Consult with housing team in relation to major maintenance work where disruption to the tenant is anticipated o Liaise with builders, CPG and Unity staff when handing over or receiving properties to ensure properties are in a good condition and provide no immediate liabilities to the organisation o Ensure maintenance work is in accordance with the allocated budget o Maintain effective records o Management of tenant queries, low level complaints and escalates other matters to the Manager or their delegate QUALITY ASSURANCE AND CONTINUOUS IMPROVEMENT • • •
Time Spent (%)
Forms and processes are regularly reviewed and changes made as necessary to ensure compliance with relevant legislation Appropriate training sessions are attended A safe and healthy working environment is provided through observance of WHS requirements
5%
Key Result Areas The following key result areas will be assessed and measured in relation to performance. Specific Key Performance Indicators (KPI’s) will be developed and continually reviewed to ensure that measurable outcomes are identified, agreed, measured and achieved. • • • • •
Excellent communication and interpersonal skills Commitment to customer service standards including prompt response times and professionalism Provide accurate and timely administration and support skills Effectively collaboration and cooperation with the Unity team Organisational and time management skills
Values and Behaviours All Unity staff are required to model the following behaviours and values and participate in performance reviews and management as directed and in line with published expectations as outlined in the Code of Conduct, Strategic Plan and related documents. These are available on Unity’s intranet and website and updated as necessary: • • • •
Respect; Principles of Social Justice; Innovation and Creativity; Collaboration and Partnerships;
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Leadership and Continuous Improvement; Transparency, Accountability and Honesty; and Sustainable Housing in Sustainable Communities.
PERSON SPECIFICATION Education/Qualifications Essential: • Certificate III in Administration and/or relevant industry experience • A current drivers licence Experience Required Essential: • Experience coordinating and undertaking administrative tasks • Experience and high level skills in utilising a range of computer systems and packages such as Microsoft Office suite and, ideally, property and tenancy databases • Ability to adapt to change and to adopt a flexible approach to changes in work practices in a proactive manner • Ability to exercise initiative and judgement to make decisions, exercising integrity and non-prejudice behaviour in influencing decisions • Customer service experience leading to excellent telephone skills and high standard of verbal and written communication skills • Ability to work efficiently under limited direction, work independently and meet work targets and deadlines within time constraints
Desirable: • Previous property management experience, ideally in a not for profit environment • Knowledge and understanding of professional property management principles and expectations • High level commitment to social justice principles • Proven ability to communicate effectively verbally and in writing • Empathy with people experiencing disadvantage, who may be living with a disability or experiencing homelessness • Capacity to deal with difficult and/or aggressive people by phone and in person and utilise effective conflict resolution skills • Managing tenanting processes • Demonstrated capacity to treat all tenants, contractors and staff with dignity and respect and with due consideration for their privacy
Competencies and Skills: Leadership and Teamwork • Ability to demonstrate a hands on approach with well developed people skills •
Act as a professional role model
•
Promote a customer service approach
Competencies and Skills: Decision Making and Problem Solving •
Ability to exercise independent judgement within delegated authority
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Capacity to approach issues in a systematic manner and to consider individual issues in their broader context
• A flexible, creative and proactive approach Competencies and Skills: Managing Self •
Demonstrated skills in time management, setting priorities and planning and organising own work within deadlines
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Ability to meet the challenges of change as it occurs within the organisation
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Ability to actively participate in Unity’s ‘Performance Development Programme’ and performance development activities will include mandatory training
Competencies and Skills: Communication •
Ability to communicate effectively in a variety of settings
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Excellent written skills including appropriate grammar and spelling
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Proven capacity to contribute to a team in a productive, structured, cooperative and integrated way
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Ability to communicate ideas and information in a clear, concise and consistent manner and at an appropriate level
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A collaborative colleague with a down to earth style that will fit into the organisational culture
Approval:
Chief Executive Officer
Date: 16/10/2015
I acknowledge receipt of and agree to the duties and expectations as outlined within this job description. Name:
Signature:
Assets Administration and Support Officer | Job Description | Human Resources | Version 2.0 (23/09/15)
Date:
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