Trust Housing Association Ltd. A national housing Association providing mainly housing for older people, we operate in most areas of Scotland.

Job definitions | Sheltered Housing Co-ordinator

Responsible to: Service Manager, Housing & Support

Responsible to Job Holder:
Relief Sheltered Housing Co-ordinator (if employed)
Cleaner
Casually employed Stand-in Sheltered Housing Co-ordinators; Cleaners, and Handyperson

Job Summary:    
Carry out appropriate and effective management of the property in accordance with the procedures laid down.  Establish friendly relations with all tenants and, without interference, keep an eye open for any indications that help may be needed.  Assist tenants when required to apply for and obtain assistance from statutory and voluntary bodies.  Specifically, unless directed otherwise in a particular instance, contact all tenants by visit or via the Warden Call System as appropriate and as specified in the Co-ordinator’s procedure manual.  Liaise closely with statutory and voluntary services, the Service Manager, Housing & Support and the Remote Alarm Centre as appropriate regarding the welfare of tenants.  Assist tenants to develop friendly relations among themselves by promoting and supporting activities in the Common Lounge and by working with any Tenants Association or Social Committee which may be formed.

Main Duties

1. Property
   
   
   1. To liaise closely with Property Management staff, contractors and consultants in order to ensure the provision of a safe and well maintained environment for tenants, staff and visitors to the development.
   2. To promptly summon contractors and to take any other appropriate action in the event of failure of services.  To inform the Property and Service Manager, Housing & Support as soon as practicable.
   3. To record and refer as appropriate all repair complaints.
   4. To test all service systems as specified in the Co-ordinator’s procedure manual and other guidance documents.
   5. To record services provided and work done by contractors.
   6. To liaise with Property Management staff and statutory services as required in arrangement of adaptations relating to tenants’ disabilities.
   7. To ensure high cleaning standards in the communal areas.
   8. To supervise the use and cultivation of the garden ground in accordance with arrangements made by Property Management staff.
      
      
2. Security

1. To encourage proper use of door entry and other access control systems.
2. To remind tenants and assist if necessary in the proper locking and securing of their own dwellings.
3. To report to police any incidents of attempted break-ins or malicious damage.
   
   
3. Tenant Support

1. To guide tenants in the proper use of heating, laundry and other equipment.
2. To answer emergency calls and to provide and arrange assistance as appropriate.  This may require on occasions providing physical assistance and moving incapacitated tenants, for which appropriate training is provided.
3. To make regular contact with tenants, usually on a daily basis and to prioritise visits to those who are frail or indisposed, all in accordance with the Co-ordinator’s procedure manual.
4. To offer assistance and advice in claiming housing and other benefits and in making rent payment arrangements.
5. To offer such other support and guidance to tenants and, if appropriate, their families as may be required, including contact with the Association’s Housing Management service.
6. To establish close liaison and good working relationships with Home Care, Community Nursing and other key statutory agencies.  To guide and assist tenants in procuring such services.  To refer tenants’ needs, by agreement, when appropriate.
7. To participate, where appropriate, in the assessment and planning of support packages for tenants.
8. To assist new tenants to settle in, in accordance with the new tenants’ checklist, which is then signed by Co-ordinator and tenant and kept on file.
9. To be available in the Co-ordinator’s office for a regular period, to be agreed with the Service Manager, Housing & Support, during every day on duty and to ensure that any relief or stand-in co-ordinators comply with this pattern.  To use the printed notice provided for informing tenants and others who is covering the development (including a remote alarm centre).
10. To promote and support social activities for the tenants within the development and to generally foster good relationships and community spirit among the tenants.
11. To arrange Relief or Stand-in cover for the development in accordance with the following principles:-
    
    1. Relief Sheltered Housing Co-ordinators, where employed, will work on the Sheltered Housing Co-ordinator’s weekend rest days.
    2. The development should not normally be without Sheltered Housing Co-ordinator, Relief or Stand-in cover for more than two consecutive days (any exceptions should wherever possible be agreed with the Service Manager, Housing & Support ).
    3. Stand-in Sheltered Housing Co-ordinators will normally only cover for day hours.
    4. Any other duties required by the Association relating to future care provision to tenants.
    5. To assist tenants with rent account matters from time to time, if specifically requested to do so by the Service Manager, Housing & Support in individual situations.

4. Administration
   
   
   1. To arrange hiring and collect hiring charges for use of the guest rooms and lounge.  To record and process these as specified in the Co-ordinator’s procedure manual and memoranda.
   2. To keep a detailed diary of events.
   3. To complete and return time sheets and holiday/day off notifications for all staff in the development to the Service Manager, Housing & Support by the specified date every month.
   4. To maintain appropriate property, tenant and financial records in accordance with the Association’s policies.
   5. To be responsible for the management of other members of staff within the development, including induction of new staff, regular training/familiarisation for relief and stand-in co-ordinators and cleaners as well as supervision and support of staff.
   6. To supervise compliance within the building(s) of the Association’s No Smoking policy and, where necessary, to refer breaches of the policy to the Service Manager, Housing & Support .

    

5. General
   
   
   1. Any other duties described in the Sheltered Housing Co-ordinator’s procedure manual, or of a similar nature which may be required from time to time.  This may include the undertaking of a Local Representative role at an amenity housing development which can be reached in a reasonably short travelling time.  Such duties will attract salary enhancement in the form of a responsibility allowance determined and reviewed annually.