BUSINESS LETTINGS EXECUTIVE Salary Up to £29,000 Closing Date: 12pm, Monday 18 th February 2019 Dumfries and Galloway Homes is a wholly owned subsidiary of the Loreburn Housing Group, delivering activities and innovations that complement and support the Group ambitions. An exciting opportunity is available in Dumfries and Galloway Homes (DGH) for the role of Business Lettings Executive. Working with and supported by the Managing Director you will be joining the DGH team at a very exciting time with plans for business growth and a focus on key areas of innovation, provision of high-quality mid-market rent homes and quality assured services. We’re hiring! ──── Business Lettings Executive Salary Up to £29,000 ──── Closing Date: 12pm, 18/02/19 Interview Date: 26/01/19 DUMFRIES AND GALLOWAY HOMES LTD Huntingdon, 27 Moffat Road, Dumfries, DG1 1NN 01387 321 300 WWW.LOREBURN.ORG.UK
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BUSINESS LETTINGS EXECUTIVE
Salary Up to £29,000Closing Date: 12pm, Monday 18th February 2019
Dumfries and Galloway Homes is a wholly owned subsidiary of the Loreburn Housing Group, delivering activities and innovations that complement and support the Group ambitions.
An exciting opportunity is available in Dumfries and Galloway Homes (DGH) for the role of Business Lettings Executive. Working with and supported by the Managing Director you will be joining the DGH team at a very exciting time with plans for business growth and a focus on key areas of innovation, provision of high-quality mid-market rent homes and quality assured services.
Thank you for your interest in this position. Enclosed is the information you will require to assist you in completing your application.
To apply please can you:
Provide a copy of your CV
Provide a Supporting Statement, which is no more than two A4 pages in length.
Complete Equal Opportunities Monitoring Form
Indicate on your covering letter if you cannot attend any of the interview dates.
Please note that applications can only be considered if all the above documentation is completed.
It is not mandatory to complete the Equal Opportunities Monitoring Form. The information requested is for monitoring purposes in line with our commitment to equality and diversity and will not affect the outcome of your application.
Once complete, please send your application, preferably in MS Word format, by email [email protected]
The closing date for completed applications is 12pm, Monday 18th February 2019. Any applications received after this time cannot be considered.
It is your responsibility to ensure that we have received your application. If you do not receive confirmation of receipt of your application from us within 24 hours of sending, please call 01387 321300 and ask to speak to the People and Culture team to ensure it has arrived. You should also ensure that you use a secure email address from which to send your application, as our system will filter out emails if it believes them to have been sent from unsecured sites that are often used to send spam emails. In order to avoid last minute IT issues, we also ask that you allow yourself ample time to submit your application in advance of the deadline.
Unsuccessful applicants will be notified in writing.
If you require any further information, or would like a discussion about the role, please contact Lindsay Lauder, Managing Director on 01387 321300.
We look forward to hearing from you.
Yours faithfully
Kirsty Robertson
HR Assistant
Business Lettings ExecutiveSalary: up to £29,000(Starting salary is negotiable depending on experience)
Dear Applicant
Dumfries and Galloway Homes (DGH) is a wholly owned subsidiary of the Loreburn Housing Group, delivering activities and innovations that complement and support the Group ambitions. You would be joining the DGH team at a very exciting time with plans for business growth and a focus on key areas of innovation, provision of high-quality mid-market rent homes and quality assured services. We are looking for an individual to join our team who is adaptable, focused, accountable and ambitious.
DGH currently manages 30 mid-market rent properties, University accommodation in Dumfries and 12 commercial units. The DGH Board have taken the decision that the commercial units do not fit with the future direction of the business and as such these properties will be disposed of. The current stock owned by DGH, does not largely fit with the future direction of the business, which is to provide high quality, affordable, energy efficient homes. It will be the responsibility of this post to draft, deliver and manage an effective Marketing Strategy for the business to ensure that D&G Homes becomes the landlord of choice in Dumfries and Galloway.
The post of Business Lettings Executive is a unique and exciting role which brings together the effective letting, management and repairs reporting for DG Homes stock including rental properties, university accommodation and existing commercial properties. You will provide effective income and arrears management and reporting functions and administer any acquisitions or disposals within the stock. The post holder will develop and manage the business’ social media and website in line with the marketing strategy.
We are looking for an individual to join our team who is adaptable, ambitious, focussed and accountable; able to work dynamically whilst managing ever changing priorities. This is an exciting and wonderful opportunity for someone looking to broaden their skill set and work with an innovative and fast pace business.
If you believe you are able to rise to this challenge, we are keen to hear from you.
Kind regards,
Lindsay LauderManaging Director DG Homes
DUMFRIES AND GALLOWAY HOMES BOARD OF DIRECTORS
VISION & VALUESOur Vision is to ‘Create EVEN MORE Great places to live’ and we aim to increase the number of mid-market rent properties to provide access to quality housing and services whilst developing innovative solutions which respond to local challenges; especially those linked to fuel poverty and the lack of affordable quality homes. DG Homes aim is to grow our business, working closely with communities to build homes and services that reflect the needs of the region.
CORPORATE PLAN
A copy of DG Homes Corporate Plan can be found in the document downloads section of our website https://loreburn.org.uk/
ROLE PROFILE
Business Lettings Executive
Reporting to: Managing Director
Salary Band: £22,500 – £29,000 (D)
Location: Dumfries, Dumfries and Galloway
The Business and Lettings Executive will work with the Managing Director to ensure the effective letting, management and repairs reporting for DG Homes stock including rental properties, university accommodation and existing commercial properties. They will provide effective income and arrears management and reporting functions and administer any acquisitions or disposals within the stock. The post holder will develop and manage the business’ social media and website as well as producing and managing the marketing strategy for our properties. The post holder will also provide support to the Board of Directors in relation to their meetings and administration duties. The post holder will have excellent customer service skills and be the first point of contact for DGH customer enquiries.
• Assisting the Managing Director, Operations Manager and Board of Directors by providing exceptional administrative and undertaking general governance duties.
• To undertake corporate administration duties as required.• To work at a fast pace with ever changing priorities linked to the role. • To champion D&G Homes Values and culture including organising corporate events and
Board strategic planning days. • Support the Operations Manager in the administration and customer liaison for Major
Repairs contracts. • Monitoring ongoing compliance with GDPR. • First point of contact for customer enquiries• Marketing, Letting and Management of properties• Income and Arrears management• Repairs co-ordination • Liaison with stakeholders including the University in relation to the letting of the student
residences. • Social Media and Website development and management
Role Purpose
Scope of Work
Lettings and Marketing
To develop and implement a Marketing Strategy which maximises the use of digital technology, social media and online services to maximise DG Home’s presence as the landlord of choice in Dumfries and Galloway.
To develop and implement online and app-based functions for the marketing, letting and management of properties.
Once established, to promote and champion the digital application and sign up process to ensure efficiencies are achieved and services meet the needs of our customers.
Responsible for lettings performance to achieve high performance targets and minimise void (empty property) times.
Update all software systems including Aareon QL/CRM/lettings systems accurately and timely, to ensure performance can be accurately reported.
Deliver an exceptional lettings and management service ensuring customer enquiries are resolved at first point of contact.
Deliver a consistent and reliable customer focused, high quality, efficient, proactive service that contributes to the achievement of key strategic targets and goals.
Adhere to Landlord Letting and Quality Assurance guidance and legislation. Maintain a strong performance management culture, achieving high levels of customer
satisfaction and ensuring agreed targets and quality standards are met. To regularly liaise and work with the University to ensure the effective management of student
accommodation leases.
Income and Arrears Management
Work collaboratively with the Loreburn Income Management Team to ensure that we are adopting a ‘Rent First’ approach, ensuring that applicants are making advance payments, with a full understanding of their affordability and any risk is highlighted.
To maximise income through effective arrears monitoring especially low-level arrears to avoid escalation.
Where relevant ensure appropriate sign posting and referrals are made to other agencies to ensure customer’s income is maximised.
To make all customers aware of their rental responsibilities with regards to managing and sustaining a tenancy.
To support the Operations Manager to represent the business in court proceedings providing the relevant information, reports and data. You will on occasion have to represent D&G Homes at court.
To provide regular reports as required in relation to voids, turnover, letting timescales, repairs and compliance for properties.
Property Management and Repairs
Build effective relationships with internal and external partners including our repairs contractor and other repairs contractors as appropriate.
To liaise with internal colleagues to ensure that repairs are carried out in an effective manner, on time and to a high quality.
Duties and Responsibilities
To liaise with customers over repairs to their homes and ensure a first-class customer experience.
To liaise with Asset Management in relation to all compliance related programmes of works and inspection (gas safety, asbestos and legionella checks etc) to ensure that customers are advised timeously of access requirements and that inspections are undertaken within the required timescales.
Corporate Administration
Lead on the administration of Board Meetings including setting up, planning, arranging refreshments and venues.
Provide high quality administrative governance support to the Chair and Board Directors. This will include attendance at evening meetings when required.
Provision of administrative support at Board meetings and taking minutes, setting agendas, providing confidential, discreet and accurate support to the Managing Director and Chair or Secretary of the Board.
Support Board Directors with basic administration tasks i.e. payment of invoices and expenses claims.
To ensure D&G Homes remains GDPR compliant in relation to data handling.
Health and Safety
Ensure that each property is compliant and safe to be re-let in accordance with property legislation and DG Homes policy and procedures.
To work collaboratively with colleagues to ensure that all compliance programmes are completed within the required timescales for both D&G Homes properties and any business premises.
To complete and monitor premises and activities risk assessments as necessary To undertake Estate Management Inspections and report and ensure completion of any
repairs identified during the inspection process. To be responsible for health and safety in the field, making sure that customers are safe
through e.g. fire safety procedures, safeguarding, carrying out of risk assessments. To adhere to the loan working and all other Health and Safety Policies and Procedures.
Contribute to the delivery of excellent services that contribute to the strategic ambition Creating EVEN MORE Great Places to Live.
Accountable for own performance targets, seeking to improve processes to bring about efficiencies.
Keep up to date with legislative changes and adapt working practices/procedures accordingly. To manage budget expenditure for those budgets which the role is responsible for and to
support the Managing Director in annual budget preparation. To take responsibility for own personal development and update knowledge and skills, with
support from D&G Homes, to perform the role at an effective level. To undertake such training as is deemed necessary to improve personal performance and
knowledge. Comply with policies, procedures, codes of practice and initiatives relating to Equality and
Diversity, Customer Service, Risk Management, Health and Safety, GDPR and Information
General
Technology, Financial Regulations, Standing Orders and the Code of Conduct and Probity Policy.
To take responsibility for own wellbeing and safeguarding in the duties to be carried out for this post.
To respect the diverse backgrounds and needs of our customers and sensitively and when necessary adapt our approach accordingly.
To complete any reasonable requests for feedback such as surveys issued by either D&G Homes or an external body i.e. Investors in People, Best Companies etc.
To attend all reasonable requests for training and team/corporate meetings. To complete any other duties required by management, commensurate with abilities and
nature of the post.
This section summarises the skills, knowledge and experience required for this role.
Skills, knowledge and experience Essential Desirable
Experience of working in the property management sector.
Experience of developing and delivering a marketing strategy which utilises digital marketing methods.
An understanding of the impact of void properties on the business and experience of re letting properties quickly, safely and efficiently. Focussing on customer service.
Experience of delivering effective working relationships within a varied customer and partnership groups
Experience of working collaboratively with colleagues and external agencies to ensure income is always maximised, repairs are completed timeously, and programmes of compliance work are completed within the required timescales.
A good understanding of property compliance and Health and Safety
An understanding of vulnerability issues and an awareness of how to respond to them appropriately and quickly, liaising with external agencies where necessary.
Commitment to an excellent landlord service to customers, making D&G Homes the landlord of choice, demonstrating results through excellent customer service KPI’s.
An understanding of anti-social behaviour issues and an awareness of how to deal with them appropriately and quickly, liaising with external agencies where necessary.
Ability to prepare and present reports to the Executive Team and Board of Directors.
Able to understand analytical information, use of IT systems, spreadsheets and detailed data
Experience of delivering friendly, effective customer focussed services
High levels of integrity and discretion in handling confidential information.
Personable, positive, professional, self-motivated, flexible and outcome focussed individual who is able to provide solutions to problems as they arise.
Respectful, reliable and dependable for colleagues and customers.
Resilient and able to manage own workload without supervision or
Person Specification
instruction, using own initiative, multi-tasking and meeting deadlines whilst remaining detail focussed.
Experience of working to targets and performance monitoring/ management.
Strong communication skills being able to work with, and influence, senior managers, Board, colleagues and customers.
Knowledge of social media, ICT, websites and document imaging and using them in a work setting.
Ability to network and develop innovative service solutions whilst maintaining continuity / delivery of services
Excellent, organisation/time management skills and the ability to work calmly and professionally under pressure.
Experience of managing and handling financial information and budgets.
Qualifications and Education
Educated to a good standard e.g. SVQ Level 3 / 4, HND or Maths and English GCSE/O Level (grades A – C) or the equivalent level of knowledge acquired from on-the-job training or experience.
SPECIFIC REQUIREMENTS FOR THE JOB
A flexible approach to working hours and location is essential owing to the occasional need to attend evening or weekend meetings/ events.
Must hold a full UK driving licence and have access to a car.
PRINCIPLE TERMS & CONDITIONS
o Probationary Period – The first 6 months of your employment will be a probationary period. We reserve the right to extend your probationary period beyond this initial period. We shall have the right for any reason to terminate your employment on one week's notice or one week's salary in lieu of notice at any time during or at the end of this probationary period.
o Salary – will be paid monthly on the 28th of each month; where this date falls at a weekend or public holiday then you will be paid on the nearest preceding working day. This payment will be made by direct transfer into your bank account.
o Incremental Progression – Progression within the salary band is reviewed on an annual basis (normally 1 April) and will be dependent on performance and behaviour throughout the previous calendar year.
To be eligible for an incremental review you need to have completed 6 months service in post and you must have points within the band to progress to (i.e. you are only eligible for progression if you are not already at the top of the band).
o Holiday Entitlement – The leave year runs from 1 January to 31 December. For an employee who works 5 days per week there are 23 floating days and 12 fixed days, making a total of 35 days.
o Working days and hours – normal working hours is Monday to Friday 9-5pm
You will be required to work in excess of normal working hours from time to time where the demands of your role require you to do so. You will normally be compensated for working such additional hours by being allowed time off in lieu or any other such system that is in operation at the time, provided that these additional hours are authorised in advance by your line manager. Further details are available in the employee handbook.
For managers and assistant managers working in the operational side of the organisation, there is a requirement to provide an ‘Out of Office Hours’ emergency contact service on a rota basis for which an additional payment is made.
o Pension – you will be automatically enrolled into the Loreburn Group pension scheme when you join the organisation, you do have the option to opt out.
o Absence - Company Sick Pay will be paid in accordance with the table of entitlements below. In calculating the level and period of company sick pay due to the employee, the 12 months preceding the start of the current sickness spell will be reviewed.
Continuous service Full contractual basic pay (in weeks) per rolling 12-month period
Half contractual basic pay (in weeks) per rolling 12-month period
Up to 1 year 5 51 year and under 2 9 92 years and under 3 18 183 years and under 5 22 225 years and over 26 26
Full pay is inclusive of Statutory Sick Pay.
Half pay is in addition to Statutory Sick Pay (unless this brings the employee over full pay in which case full pay only will be given).
As a non-contractual award which is subject to review, you will also be given access to Westfield Health Private Healthcare (Level 1) as standard.
