Job Description JOB TITLE:

Residential Manager for Housing for Older People

JOB HOLDER:

Vacant

REPORTS TO:

Conference President

LOCATION:

Ryan’s Field, Newbridge, Co Kildare

REGION:

East

DATE OF JOB DESCRIPTION: April 2015

1. PURPOSE OF THE JOB The Residential Manager for Housing for Older People will provide support, guidance and assistance to residents, as required, and ensure the effective administration, operation and maintenance of the housing scheme, supported by the Conference. 2.

ENVIRONMENT OF THE JOB

The Society of Saint Vincent de Paul is a large national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of 11,000 volunteers and 800 staff, it is strongly committed to working for social justice and advocates for the creation of a more just and caring society. The Society of Saint Vincent de Paul is an Approved Housing Body (AHB) and provides 1000 units of social housing in 57 schemes throughout Ireland. We are a member of the Irish Council for Social Housing. The East Region is the largest in the Society and employs approximately 200 staff who together with approximately 3000 volunteers carries out a diverse range of activities across a number of projects in the Dublin area. The Society is a Christian based organisation with a strong sense of Gospel values. The founder of the Society, Blessed Frederick Ozanam, was a devout Catholic and his legacy of spirituality remains a key element of the make- up of every Conference within the Society. It is normal practice within the Society that prayers are said at the beginning and end of Conference meetings or at other meetings where members are in attendance as this underpins the ethos of the Society. Ryan’s Field is a 26 unit residential development providing housing for older people. The site also includes a bungalow where the Residential Manager will reside.

3. GUIDANCE AND AUTHORITY The person will report to the ‘Conference’ (Governing Committee) who meet on a regular basis. This role is key to the provision of services to those living in Ryan’s Field. 4. PRINCIPAL ACCOUNTABILITIES

ACCOUNTABILITIES 1. General 

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Day-to-day assistance may involve responding to or remedying emergency or routine maintenance issues, dealing with administrative queries or questions; advocating on behalf of residents; communicating with other professionals or contacts on behalf of vulnerable tenants, providing advice, information or guidance to tenants regarding entitlements or local facilities or services; assisting with or organising community development or social activities within the scheme.

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Visit each resident in accordance with Society Policy, and as agreed with residents.

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Ensure your presence in the office each day and communicate what hours you will be available to residents.

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Ensure you are aware of the appropriate action to take in an emergency and call authorities when needed.

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Undertaking checks of/ calls/ visits to residents with their

To live in Ryan’s Field and be available to provide support and assistance to the residents during the hours of work. While all residents are capable of independent living some of them may require the assistance of the Social Housing scheme manager.

2. Support Service to residents 

HOW ACHIEVED

Being available to residents during duty hours and being available in the office for specific periods each day; where possible be present for new residents moving in to welcome and help them settle in.

Taking action in the event of an emergency and calling the appropriate authorities where necessary.

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To provide basic ‘needs led’ support to individuals in response to their individual requirement and in consultation with residents.

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Be the point of contact for external agencies visiting the community or concerned with residents. 3. Housing Administration

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To be responsible for the efficient administration of the scheme, to include such matters as rent collection, banking arrangements, general record keeping, and provision of regular reports on all aspects of the community to the President of the Conference.

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Maintaining a daily diary of events on the development. Maintaining accurate records and carrying out all administration tasks as set out in the Society’s policies.

agreement.

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Liaise with Public Health personal/ home-helps, contractors, visitors etc.

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Ensure all tenants have an up-todate and signed tenancy agreement.

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Ensure all tenancies are registered as per the Residential Tenancies Act, where necessary.

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Ensure all tenants receive a quarterly statement of rent.

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Familiarity with HAPM (Housing Association Performance Management).

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Maintain an inventory of goods and a record of the condition of units when they become vacant and before they are re-let.

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Provide written monthly reports of activities.

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Create a daily diary and ensure this is kept up to date.

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Attend conference meetings as required.

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Ensure your records are organised and up to date, in accordance with Data Protection, and best practice guidelines.

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Create and issue reports on a monthly basis.

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Ensure your availability to attend conference meetings when requested.

4.

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Financial Maintaining the accounts.

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Keep accounts up to date at all times.

Collecting monies in respect of rent or service charges and bank in line with Society Policy.

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Familiarise yourself with the Society’s policy and ensure all monies are collected.

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Maintain tenant records and ensure any arrears are followed up.

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Maintain and manage a ‘petty cash’ float.

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To keep an up-to-date list of approved contractors to carry out emergency, remedial or cyclical maintenance works, as agreed with the Conference President. To supervise the maintenance of the property and to make timely contact with the appointed contractor in the event any malfunction or problem with the building. ‘Wintering Out of vacant units or units expected to be vacant for a period of time. To supervise the cleaning of the communal building and grounds. To prepare an annual Maintenance Plan and budget in consultation with the Conference.

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Keep tenant records up to date and follow up arrears when necessary.

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Work closely with the Conference Treasurer in assisting with the management of financial records and preparation of periodic/ annual financial report.

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Maintenance Refurbishment

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To ensure the housing, communal buildings and estate is maintained to the highest standards.

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6.

Safety, Security & Welfare 

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Working with the Conference President to undertake risk assessments for Health & Safety.

To help ensure the safety, security and welfare of all residents and the building and to report any incidents or accidents as required.

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Regularly inspect and assess the scheme and environment for hazards or risks. Undertake periodic risk assessments to identify same, and report any identified hazards or risks to Conference President. Keep a record of such assessment and actions arising. Take follow up action, in consultation, to ameliorate and/or

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7. Communication & Community Development 

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To work closely with the Conference and the Society in ensuring that a good community spirit and friendly atmosphere exists in the community and to assist in organising community events for residents from time to time. To provide helpful information to residents on local services (health, social welfare, social events, contacts with other relevant agencies). In consultation with, and at the direction of the Conference arrange, organise and participate in community development initiatives within the schemes, and with the wider community to contribute to the development of a positive, safe, comfortable and friendly community. Monitor and manage the scheme and environment for any issues relating to anti-social behaviour which may impact on the quality of life for resident in the estate or neighbourhood.

eliminate such risks. Monitor record and respond to any identified Fire Safety issues. Ensure all units have working and maintained smoke/fire alarms; fire blankets, and CO2 detector where required. Ensure entrances and exits are clear; fuel is stored properly; access to the scheme is unhindered etc. Keep a record of , and report any accidents or incident relating to safety, security or welfare of residents.

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Undertake regular consultation with residents of the scheme.

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Work with the Residents Groups and Social Committee to ensure they are supported and consulted regarding developments and initiatives within the scheme.

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Place all relevant and up to date information on communal notice boards for all to see.

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Make yourself approachable to all residents so they feel comfortable to communicate with you.

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Contribute new ideas for social activities and help organise same.

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Encourage residents participation in communal activities as appropriate, i.e., Social Evening, outings etc.

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Undertake a periodic Residents Satisfaction survey, in consultation with the Conference President.

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Record, respond to and manage as

appropriate any issues of AntiSocial Behaviour in the scheme. 8. 

Organisational Participate and contribute to internal SVP fora regarding housing practice, policy and procedures and to review legislative, regulations and relevant guidelines as required.

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Attend occasional training, professional development seminars, or information days run by or advised of, by SVP.

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Contribute to the development of SVP housing policy and practice and participate in occasional committees, consultation or discussions.

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To be vigilant, mindful and proactive in monitoring, identifying and reporting on issues, i.e., regulatory, legislatively, professionally or socially, which may impact on how support services are provided to residents in social housing schemes.

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To raise and advice of such issues, as appropriate, to the Conference President, locally, Regional Administrator, or the National Manager of Specialist Services.

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To familiarize yourself, and act in accordance with SVPs Values and Ethos, always representing the Society accordingly.

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Meet with the conference as required. 9. Other 

To continually reassess the operational risks inherent in the scheme, taking account of changing economic, tenant & social conditions, legal & regulatory requirements, operating procedures & practices and any impact of management restructures / new technology.

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Any additional duties which may arise from time to time to ensure the appropriate and efficient administration of the scheme and welfare, safety, security and support of residents.

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To respect the ethos and values of the Society.

5. CHALLENGES 

Acceptance of the dynamics of a complex membership and employee organisation and an understanding of how this both contributes to and constrains the work.

6. EDUCATION, KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE EDUCATION 

Job Holder should be educated to at least diploma level in a social care or related discipline or demonstrate equivalent knowledge and experience.

KNOWLEDGE      

Principle and Best Practices in Social Care/ Case Work is essential Social Housing management practice and administration is desirable Housing legislation as it relates to the Social housing Sector Standards in rented/social housing Familiarity with ICSH ‘Housing Association Performance Management (HAPM) Knowledge of data protection and best practice in record keeping

EXPERIENCE    

Experience in the community / voluntary sector Experience in a housing / social care environment Experience dealing with people at all levels Fluent English is essential

SKILLS             

An understanding of and empathy with older people is essential Enthusiastic and flexible with the ability to develop a community spirit amongst the tenants Listening and interpersonal skills Persuasive communication skills - ability to present ideas clearly and concisely to a variety of audiences. An ability to quickly establish and maintain rapport with a diverse range of stakeholders and to manage on-going working relationships and work plans. Project Management skills People Management skills Financial & Administration Information management and data protection Excellent problem solving skills in interpersonal situations both internally and external to the organisation Demonstrable resilience and persistence in the face of barriers Influencing & negotiation skills Basic Information Technology, i.e. Word, internet & email; databases; spreadsheets etc.

7. Main Terms and Conditions Contract type:

Permanent

Hours:

37.5 hours per week

Pension:

5% employer contribution 5% employee contribution

Salary:

circa €28,000 (Utilities relating to the Manager’s residence are borne by the Conference)

8. REPORTING STRUCTURE CHART

President St. Dominics Conference

Residential Manager Ryan’s Field Housing for Older People

National Manager of Specialist Services