Allocations Assistant - Fixed term, 6 month contract

This role is based within our busy front line Housing Team and is responsible for delivering an efficient and customer focused approach to the allocation  of properties to applicants from our various waiting lists.  You will be responsible for running lists, managing contacts and arranging tenancy checks. You will also be a first point of contact for providing information and housing advice to customers. They key activity is administering allocations in accordance with Langstane’s policies and procedures and the Housing (Scotland) Act 2001.  Working alongside one other Assistant, you will have a patch size of 1,000+ properties each, dealing with an average of 70 properties per month.  This will be a mix of properties where a tenant has given their 28 days’ notice, those that are with our Repairs and Voids team for works, and those that are ready to be let.

This role is varied, engaging and fast paced with the right amount of challenge and job satisfaction added in. 

• To efficiently process and administer all applications and other supporting information in relation to the allocation and letting of vacancies within the Association’s housing stock in line with the Langstane Allocation’s Policy
• Key point of contact for all applicants and prospective applicants providing housing advice and information to allow for the successful allocation of vacant properties
• Key point of contact for current tenants who are terminating or wish to transfer.
• Liaise with local authorities about vacancies including requesting nominations in line with the agreed quotas from the Association’s allocations policy to meet the organisation’s commitment to reducing homelessness.
• Maintain records of housing applications and all properties available for letting, ensuring the relevant housing management system and other databases are kept updated at all times to meet the organisations reporting requirements for the Annual Return on the Charter.
• Prepare all offer notifications, monitoring replies and keeping records of reasons for refusals using the relevant housing management system to assist the association in identify areas of low demand
• The Allocation’s Assistant is the single point of contact for all communications from prospective applicants and current tenants in relation to offers of accommodation
• Produce lease packs ensuring legal documents are included such as tenancy agreements, gas and electrical safety certification and EPC information.
• Ensure the appropriate records are created and updated accurately in relation to the commencement, amendment and termination of all tenancies including the provision of rent figures and administration of all end of tenancy notifications and letters.
• Monitor and manage applications registered on the House Exchange database system
• Review vacancies and identify properties to be advertised on These Homes. Collect information and submit adverts in line with the service level agreement between Langstane and Castlehill.
• Record tenancy requests including assignation and succession requests in a timely and accurate manor, responding to tenants within set timescales as per legislation.
• Responsible for the scanning of all tenancy agreements to an online database and accurate filing of these within that database to assist in ensuring that the organisation meets its data protection and retention responsibilities.
• To carry out all duties of this post in accordance with the relevant Association policies and procedures including the Equal Opportunities Policy, Data Protection Policy and Health and Safety Policy

• Educated to Standard Grade / National 5 in English and Maths or equivalent;
• Experience of working within a housing environment within a public body or third sector organisation
• Excellent communication skills, with the ability to communicate with customers, colleagues and external agencies via all methods, including face to face, telephone and e-mail;
• Ability to deal with a demanding workload and changing priorities in line with the requirements of the organisation; and 
• Proficient in Microsoft Office packages and Housing Databases

• A working knowledge of housing legislation for example Housing Scotland Act and the Scottish Social Housing Charter
• Domestic abuse awareness and knowledge of relevant legislation – post holder must be able to provide accurate advice