ROYAL BOROUGH OF KINGSTON UPON THAMES
JOB DESCRIPTION
Directorate:
Community Services
Division:
Housing Resources
Section:
Private Sector &
Support Section
Job Title:
Tenant Finder Manager
Grade:
H
Post No:
221506
RELATIONSHIPS
1.
Responsible To:
Private Sector and Support Manager
2.
Supervisory Responsibility:
Tenant Finder Officers x 5 (+ 1x project post)
3.
Important Internal
Relationships:
Divisional Manager (Housing Resources),
Homelessness Manager, Allocations
Manager, Temporary Accommodation Unit
Manager, Senior Assessments Officer,
Senior Admissions Officer, Legal Services,
Housing and Council Tax Benefits, all
managers and staff within Community
Services and throughout the Council.
4.
Important External
Relationships:
Service Users, Private Landlords, Solicitors,
Accommodation Agents, the Rent Officer
Service, the Benefits Agency, Health and
Probation Services, KCAH, CABx, and other
voluntary agencies.
MAIN PURPOSE OF JOB
To supervise the day to day work of the Tenant Finder Service. To ensure the
delivery of a high quality service to private sector landlords and homeless households
with respect to the creation and management of private rented tenancies for use as
temporary accommodation, to prevent homelessness and as Qualifying Offers.
Prepared By:
Date:
adv/jobdes/resupwk/1
Sarah Lawton
31/10/06
Agreed by:
Nick Smith
ROYAL BOROUGH OF KINGSTON UPON THAMES
JOB DESCRIPTION
MAIN ACTIVITIES
1.
Departmental Management
1. To ensure the effective day to day operation of the Tenant Finder Service.
2. To contribute to the overall development of the Private Sector and Support
Section, as the Senior Officer within the Tenant Finder Team.
3. To support the work of the Resources Division Management Team, attending
meetings as required.
4. To deputise for the Private Sector and Support Manager in their absence.
2.
Strategic Planning
1. To submit to the Private Sector and Support Manager, information and
performance statistics relating to the work of the Service.
2. To evaluate performance and contribute to the review and development of
performance targets.
3. To contribute to the planning and future development of temporary
accommodation services and private sector housing options for homeless
households.
4. To participate in joint reviews of the Council’s homelessness services, ensuring
the implementation of all initiatives to maximise the effective use of temporary
accommodation and promote access to private sector housing options.
3.
Operational Service
1. To provide support and guidance to the Tenant Finder Team to ensure that a high
quality service is provided to private sector landlords, homeless households and all
other households accommodated through the Tenant Finder Service.
2. To develop and regularly review Tenant Finder procedures, liaising with colleagues in
Temporary Accommodation Admissions, Assessments, Allocations, Housing Advice
Service and all others services where appropriate.
3. To manage the placement of accepted homeless households and homelessness
prevention households through the Tenant Finder Service, and the ongoing support
and hand-back of tenancies.
4. To develop and manage the use of Tenant Finder lettings as Qualifying Offers.
5. To allocate and direct casework and manage a caseload of more complex and/or
sensitive cases.
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6. To ensure the achievement of performance targets relating to the work of the Service.
7. To ensure that data recording and other administrative systems are maintained and
that accurate computer, manual and casefile records are kept of all households taking
up Tenant Finder tenancies.
8. To maintain an up-to-date knowledge of private sector housing law, particularly with
respect to homelessness, security of tenure, protection from eviction, disrepair, rents
and debt recovery.
9. To maintain an up to date knowledge of private sector market rents and private sector
residential market trends in the local area.
10. To provide specialist advice to landlords and tenants regarding Housing Benefit and
housing law as it relates to Assured Shorthold tenancies, liaising where necessary with
Legal Services.
11. To ensure the effective referral of households to the Allocations Section and/or the
Temporary Accommodation Admissions Service in cases where Tenant Finder
tenancies break down or are terminated by the landlord.
12. To ensure the referral to support services of vulnerable households with special needs
and, where appropriate, those with dependent children.
13. To ensure that property inspections and Home Visits are carried out when required,
and that the Tenant Finder Team adheres to appropriate Health and Safety
procedures.
14. To assist the Private Sector and Support Manager with respect to the introduction and
ongoing development of an effective IT system, which meets the needs of the Tenant
Finder Service.
15. To provide specialist advice to colleagues within the Council with regards to private
sector housing issues and the needs of service users.
16. To produce high quality publicity, leaflets and other written information for landlords
and homeless households.
17. To represent the Service at working parties, meetings and training events as required.
18. To draft responses to enquiries and complaints from service users, Councillors’ and
MPs’, ensuring that correspondence deadlines are met.
19. To convene and attend Professional Meetings and all social services or other panels
and case-conferences as appropriate.
4.
Housing Contracts
1. None
5.
Financial Management
1. To submit expenditure requests to the Private Sector and Support Manager for
authorisation in line with budget management procedures.
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2. To maintain an accurate record of all Tenant Finder expenditure, monitoring
spend and providing monthly budget control reports.
3. To administer the Tenant Finder Loan Fund, ensuring the maximum recovery of
monies from landlords and tenants, during and at the termination of tenancies.
4. To ensure the prompt payment of Tenant Finder invoices.
6.
Staff Management
1. To direct and supervise the day to day work of the Tenant Finder Team.
2. To conduct regular one to one sessions to provide ongoing casework supervision,
support and guidance to members of the Team and to ensure the achievement of
high standards in all aspects of casework.
3. To appraise staff in line with the Housing Services’ Appraisal Policy.
4. To organise and participate in the recruitment of staff as required
by the Private Sector and Support Manager.
5. To monitor individual and Team performance and ensure that targets are met.
6. To identify training needs within the Team and train staff, where appropriate,
through the provision of in-house and external courses.
7. To organise and attend regular Team Meetings and policy and procedure
reviews, chairing as required.
7.
Other duties
1. To represent the Council at meetings with a broad range of external
organisations
2. To ensure equality of opportunity in all aspects of service provision.
3. To comply with the Council’s Health and Safety Policies and encourage best
practice within the Tenant Finder Service.
4. To work effectively with Members and implement Housing Services’
‘Strategic Objectives’.
8.
General
1. To carry out any other duties commensurate with the grade of the post.
2. To actively promote and work in accordance with RBK’s Equal Opportunities,
Health & Safety and relevant procedures
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9.
Milestones
You will move up your grade by annual Progression Increments provided your
performance meets the expectations set out in the Milestones below and the
following triggers have been met:
-
Your Induction Appraisal (if joiner) or Annual Appraisal is complete
Any Training agreed at your previous Appraisal is completed or arranged
No action has been taken under Disciplinary or Capability procedures during the last
12 months
Your attendance has been satisfactory in the past 12 months
For this job the Milestones are:
-
-
-
-
-
Competence in, and understanding of, departmental procedures and IT/other
recording systems/or any legislation/external standards which impact upon the
role. An appreciation of how the role contributes to the organisation
Efficient and effective staff management including absence, performance and
conduct issues using the Council’s procedures. Evidence of effective casework
management and direction, staff supervision and staff development and
completion of appraisals for staff
Provision of accurate and timely information, performance statistics and analysis
reports. Efficient management of resources and effective management of
budgets. Proven ability to produce quality reports and prepare replies to more
complex correspondence including Members enquiries/complaints. Evaluation of
performance and contribution to the review and development of performance
targets and team plan.
Evidence of efficient work planning and objective setting to achieve targets.
Demonstration of commitment to continuous improvement & personal
development. Proven contribution to the continued overall improvement and
development of the Tenant Finder Service to meet changing supply/demand and
to maximise the effective use of private sector accommodation for homeless
households/ to prevent homelessness or to meet the needs of other identified
groups. Proven ability to undertake, direct and complete project work.
Proven ability to meet internal and/or statutory deadlines/targets and to
contribute to the overall development of the Private Sector and Support Section
and support the work of the Resources Division. Proven ability to competently
deputise for the Private Sector and Support Manager
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ROYAL BOROUGH OF KINGSTON UPON THAMES an equal opportunities employer
RBK - PERSON SPECIFICATION
This form is intended to assist appointing officers in the selection process. Having ensured
the job description is up to date when a post is to be advertised, you should use this form to
list the personal requirements necessary to perform the job effectively. In the righthand
column you should briefly describe the essential (not ideal) requirements a successful
candidate should meet.
DIRECTORATE: Community Services
SECTION:
Tenant Finder Service
JOB TITLE:
Tenant Finder Manager
GRADE:
H
POST NO:
221506
1.
EXPERIENCE
What experience is necessary to carry out the job effectively?
Essential
(a)
Proven experience of managing a busy frontline service
(b)
A proven track record of staff management and casework supervision
(c)
Significant experience of private-sector residential lettings negotiation, co-ordination and
administration. Practical experience in the acquisition, letting and management of private sector
accommodation
(d)
Significant experience of managing a complex personal caseload
(e)
Experience of advising and assisting landlords and tenants with respect to private sector
housing benefit claims
Desirable
(a)
Management experience gained within a housing advice or private sector letting service
(b)
Experience of providing detailed housing advice and/or supervising the provision of advice to
homeless households and other households to prevent homelessness
(c)
Project management experience
(d)
Sales and marketing experience
2.
EDUCATION/KNOWLEDGE
What are the standards that must be met?
Essential
(a)
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Detailed knowledge of issues affecting landlords and tenants in the private sector,
particularly with regard to the letting and management of properties on Assured
Shorthold Tenancies.
(b)
Knowledge of the law relating to security of tenure and prevention of homelessness in
the private housing sector. Knowledge of housing benefit regulations and private
sector housing options
(c)
Knowledge of budget management
(d)
A good working knowledge of Mircosoft Office IT software and Housing IT systems.
Desirable
(a)
Knowledge of the housing and support needs of homeless households.
(b)
Knowledge of local authority duties to homeless households.
(c)
Knowledge of the use of Qualifying Offers
3.
SKILLS
What level and type of skills are necessary?
Literacy; numeracy, communication; interpersonal
Ability to:

Manage and develop a team providing a balanced service to both private sector landlords and
homeless households within a pressurised environment.

Recruit, train and supervise staff to provide a high quality housing service on the basis of equal
opportunities and customer care.

Participate in the setting and achievement of performance targets and work priorities.

Interpret and report on complex statistical information.

Develop and review operational procedures and administrative systems.

Manage a service budget to ensure the efficient use of resources.

Communicate effectively with Council officers, Council Members, service users and a wide range
of professionals both verbally and in writing.

Liaise and negotiate with partner services, landlords, homeless households, and external
agencies to achieve successful outcomes.

Produce high quality reports, complex correspondence and promotional/other information for
service users.

Participate in the development and implementation of strategic initiatives and policies to meet
housing need.

Supervise casework of a team to ensure a high casework standard is maintained.

Manage a complex personal caseload effectively: identifying priorities, ensuring that deadlines
are met and complying with casework standards.

Understand and assimilate complex information and to apply it effectively to individual
circumstances.
adv/jobdes/resupwk/7

Interpret financial information and make housing benefit calculations

Work effectively with clients who are distressed or aggressive

Respond quickly and effectively to resolve problems and ensure that tenancies are maintained
whenever possible.

Drive and use of a car.
Additional criteria for progression to :
ability to:
develop the service and staff within the Tenant Finder team;
undertake tasks of a complex nature and carry out his/her duties with minimal
supervision;
undertake & direct project work.
deputise for the Private Sector & Support Manager;
4.
PHYSICAL ATTRIBUTES AND HEALTH
Are there any particular physical demands to be met which will be relevant in
considering candidates
(a)
Ability to travel to and from properties throughout the borough, and to conduct visits to
properties including house inspections - this may involve climbing stairs, bending, stretching,
carrying etc.
Completed by:
adv/jobdes/resupwk/8
Sarah Lawton
Date: 31/10/06