Role: Housing Officer
Responsible for: Patch within the Midlands region.
Location: Tullamore, Co. Offaly (Hybrid Working Model). Requirement to attend Head Office in Dublin 8 as and when requested.
Hours of work: 37 hours per week (Monday – Friday) – Flexi hours available.
Salary: €56,074 – €62,687 L4, P1 – L4, P5
Leave: 22 days, plus public and customary holidays.
Scope of Job: Day to day Housing Management of our housing stock, which includes Oaklee Housing units, Acorn Housing units, CREL units, and units under management in Public Private Partnership (PPP).
About Oaklee
Oaklee has 2500 homes owned and under management across 21 counties. We are driven by our mission to change people’s lives by providing them with secure and stable homes which enables them to live, thrive and prosper.
Key Responsibilities and Duties
1 – Estate Management
- Manage developments in accordance with Oaklee or Local Authority Estate Management Policy.
- Visit developments as required and complete all necessary documentation.
- Carry out Health & Safety checks at developments.
- Record any incidents of nuisance or complaints and take appropriate action.
- Manage Anti-Social Behaviour and other tenancy breaches in line with Oaklee or Local Authority policies and procedures.
- Record and identify causes of property damage and ensure all incidents are reported to the Gardaí.
- Facilitate, where possible, the resolution of neighbour disputes.
- Liaise with the Community Garda, Garda Drugs Unit, community groups, and other statutory or voluntary bodies in the prevention of anti-social behaviour.
- Provide solicitors with relevant details for cases progressing to court or the Residential Tenancies Board.
- Prepare case notes and attend court or Residential Tenancies Board hearings.
- Maintain accurate records and files for all properties and incidents.
2 – Community Development
- In conjunction with The Tenant Engagement Officer assist residents to set up appropriate structures to optimise the involvement of residents in their scheme.
- Assist tenants to maximise tenant participation to ensure community integration.
- Make contacts with local community groups to ensure that Oaklee schemes integrate into the wider community.
- Provide information on external agencies, whose services may be of benefit to tenants.
- Assist in the delivery of pre-tenancy training sessions.
- Represent Oaklee at established Tenant’s Committee and Forum meetings.
3 – Office Management / Staff and Service Contractors Supervision
- Liaise with the Personnel Department and Housing Services Manager in the recruitment and induction of new staff.
- Supervise the work of staff you are responsible for, provide support and leadership, and report back to the Senior Housing Officer on issues and concerns.
- Assist in the training of new staff.
- Supervise service contractors working in developments and highlight concerns to the Senior Housing Officer.
4 – Lettings
- Manage void properties and allocations in accordance with relevant policies and procedures or PPP requirements.
- Develop and maintain effective relationships with the Local Authorities in regard to the nomination of applicants for vacant properties.
- Complete the relevant Pre-Tenancy documentation and training.
- Arrange viewings of properties with prospective tenants.
- Advise prospective tenants with regard to the tenancy agreement.
- Advise applicants and tenants of other housing options.
- Complete tenancy sign-ups.
- Provide accurate information on terminations and new tenancies to the relevant personnel.
- To produce accurate reports on voids and allocations to the Senior Housing Officer on a regular basis.
5 – Rent
- Manage the computerised rent system per Oaklee Housing or Local Authority Arrears Management Procedures.
- Ensure Rent Re-assessments and tenant change of circumstances are reported to the relevant personnel.
- Advise tenants with regard to Rent assessments.
- Complete annual rent review for responsible portfolio.
- Monitor rent accounts and manage former and current arrears cases as per the Arrears Management Policy & Procedures.
- Monitor rent accounts and manage former and current credits cases as per the Credits Management Policy & Procedures.
- Advise Senior Housing Officer and solicitors of details of cases which should proceed to court – Prepare case notes for court / residential tenancies board.
- Produce accurate reports on arrears to the Senior Housing Officer on a regular basis.
- Represent Oaklee at Residential Tenancies Board (RTB) and District Court.
6 – Housing Management
- Utilise the I.T. system for the administration and maintenance of all relevant housing management files.
- Contribute to policy formulation and Service Reviews.
- Produce reports as required by the Senior Housing Officer on housing management for all developments managed.
- Ensure all housing management and tenant files are updated and maintained.
- Certify contractor invoices for payment.
- Preparation of Tender Documentation for the provision of services.
- Management of other Oaklee Properties – to assist in the provision of management of PPP, CREL or Acorn Housing Properties.
7 – Out of Hours Response
- Act as Key Holder for alarm activations and respond to emergencies.
- Liaise with staff, contractors and Emergency Services in relation to emergencies.
8 – Management Companies
- Represent Oaklee at Management Companies AGM and quarterly meetings.
- Set/Agree annual service charge budgets for Management Company on behalf of Oaklee.
- Represent Oaklee on the company Board of Management Company as Director as required.
- Ensure that Management Company is compliant with legal obligations with Companies Registration Office
9 – General
- Attendance at training which is relevant to the post.
- To be aware of and implement Oaklee’s Health and Safety policy.
- To promote Oaklee in all activities
- To exercise professionalism and confidentiality.
- Any other duties which may be required.
This is not an exhaustive list of responsibilities.
Staff are required to be flexible in their work and to co-operate with their colleagues for the efficient, effective and economic operation of Oaklee.
Staff may be required to undertake a secondment or placement elsewhere, and the organisation reserves the right to make such an arrangement where it believes this will benefit Oaklee.
Key Skills and Competencies
Essential Criteria
At least 3 years’ experience in Estate/Tenancy Management/Community Work.
- Excellent communication, planning and organisational skills; Collation of data and record organisation
- Flexibility relating to demands of the post.
- I.T. Experience
- Full Drivers Licence.
Desirable Criteria
- Relevant third Level Qualification in a related field.
- I.T. Qualification
- PRSA Licence
- Experience of Staff Supervision
- Experience of the Property Services.
- Awareness of Housing Policy and Practice.
- Knowledge of dispute resolution and The Residential Tenancies Board.