Govanhill Community Development Trust Workspace Administrator (Job Share) Candidate Information Pack

Govanhill Community Development Trust

Workspace Administrator (Job Share)

Candidate Information Pack

Thank you for your interest in our vacant position of Workspace Administrator (Job Share).

This file contains all of the information you will need to apply for the post :-

       General information regarding the Association
       Our job advert which can also be found in Employers in Voluntary Housing’s website and
       publications
       The Job Description and Person Specification
       A brief summary of the terms and conditions of the post
       Staff structures

The job application form is available as a separate Microsoft Word file which you may complete
electronically.

Please note that the closing date for applications is Monday 5th March at 10.00 a.m.

If you require further information regarding the Association or the position advertised, please do not
hesitate in contacting me direct or Morag Williamson, Corporate Services & HR Administrator on
0141 636 3626 or by email:

mwilliamson@govanhillha.org

Thank you.

Alison Kevan
Corporate Services & HR Manager
Telephone 0141 636 3625
arobertson@govanhillha.org

1.    Background
1.1   Govanhill Housing Association was formed in 1975 and is a Registered Social Landlord
      which operates within a Group Structure.
1.2   The Association owns 2,400 tenanted units and is factor to 1,200 owners.
1.3   The Association has a Management Committee and has four sub committees:
           Development
           Housing Services
           Finance & General Purposes
           Audit

1.4   The Association’s Wider-Role activities are provided via the Association’s wholly owned,
      non-charitable subsidiary, Govanhill Community Development Trust, which also owns and
      manages a portfolio of commercial properties. These activities are managed through the
      Board of Govanhill Community Development Trust.
1.5   The Association operates from our offices at Samaritan House, part of the former Royal
      Samaritan Hospital which was refurbished by the Association in 2006.

2.    Staffing
2.1   The Association’s current staffing structure involves 79 (full time equivalent) staff deployed
      as follows :
           Director
           Senior Management Team –
               o Development and Regeneration Services Manager
               o Housing Services Manager
               o Finance Manager
               o Corporate Services & HR Manager
           Development Team
           Housing Services Team
           Finance Team
           Corporate Services & HR Team
           Govanhill Community Development Trust

Govanhill Housing Association is a community controlled Association. We own and manage 2,400 homes
and provide a Factoring Service to a further 1,200 owners. We have a substantial Development, Major
Repairs and Planned Maintenance programme and are involved in wider regeneration activity through our
subsidiary company Govanhill Community Development Trust. In 1991, Govanhill Community
Development Trust created 18 workspaces within the B listed former New Bridgegate Church and these are
let to a variety of individuals and organisations.

                                                                              EVH GRADE 4/5
     Workspace Administrator (Job Share)                                  Spinal point PA9 – PA16
              (17.5 hours per week –                                    £20,352 - £26,566 (pro rata) –
      Monday, Tuesday & Alternate Wednesday                                      from 1/4/18
                (8.30am – 4.30pm)

We are seeking someone who is committed to delivering excellent customer service to manage the
reception service to tenants of the workspaces and to manage any day to day issues which arise within the
property. You will be experienced in dealing with customers and providing a high quality reception service.
You will be able to work on your own initiative and be an effective and organised administrator.

Further information is contained in our application pack which can be obtained from:
our website: www.govanhillha.org or contact:
GOVANHILL HOUSING ASSOCIATION, 79 Coplaw Street, Glasgow G42 7JG
Telephone: 0141 636 3626 Fax: 0141 636 3685
Email: recruitment@govanhillha.org
                          th
Closing date: Monday 5 March 2018 @ 10 a.m.
Interviews will be held on Thursday 15th March 2018
EVH conditions of service will apply.
Govanhill Housing Association is committed to Equality of Opportunities and
welcomes applications from all sections of the community.

Job Description

Job Title                Job Share Workspace Administrator
Section                  Development & Regeneration
Grade                    4/5
Date Reviewed            January 2018

1.    Main Objectives of Post

1.1   To deliver an excellent customer service to all tenants leasing office
      accommodation within Govanhill Workspaces

1.2   To provide an efficient, effective and welcoming reception and telephone service
      to customers.

1.3   To carry out all administration in relation to both Govanhill & Victoria Court
      workspaces and to be responsible for monitoring adherence to tenancy
      conditions and dealing with issues that arise

1.4   To have day to day responsibility for ensuring Health & Safety requirements are
      met within both buildings

2.    Accountability

2.1   To the Development & Regeneration Manager, and the Govanhill Community
      Development Trust Board and ultimately through the Director to the
      Management Committee.

3.    Govanhill Workspaces

3.1   To provide reception services to all tenants within the workspaces, greeting
      visitors, responding to telephone calls and directing as appropriate

3.2   To take delivery of mail and sort for tenants within the workspaces. Deal with
      any correspondence relating to the common areas of the building and any
      correspondence relevant to GCDT.

3.3   To be the first point of contact for any issues raised by tenants, deal with those
      as appropriate and signpost as required.

3.4   Ensure that meter readings for utilities are forwarded to relevant authorities.
      Process utilities and telephone accounts as required.

3.5   To be responsible for general housekeeping and health and safety
      requirements, these include but are not limited to

                   carrying out and recording weekly building inspections and dealing
                    with any issues
                   checking building security and ensuring all tenants adhere to
                    agreed processes
                   carry out and record weekly fire alarm tests
                   ensure checks on fire fighting equipment are carried out in
                    accordance with agreed schedule

4.    Govanhill & Victoria Court Workspaces

4.1   To report any repairs identified as part of building checks or reported by
      tenants and ensuring work is completed satisfactorily

4.2   To ensure rents are paid by tenants, pursue any arrears of rent in accordance
      with agreed processes and produce and issue yearly rent increase letters

4.3   To be first point of contact for anyone wishing to view or lease a workspace.

4.4   To complete the lease for any prospective new tenant, send and follow up
      references and collect holding deposit.

4.5   To manage the termination process for any tenant wishing to terminate their
      lease including co ordinating any works required and arranging any refund/end
      of tenancy charge for tenants

4.5   To inform all relevant bodies of change of occupancy within agreed timescales

5.    General

5.1   Maintaining paper and computerised records/databases.

5.2   To participate and engage in Team meetings and general staff development
      activity.

5.3   Any other duties as are required by the Association, commensurate with the
      nature and grade of the post.

Person Specification

Job Title             Workspaces Administrator
Section               Development & Regeneration
Grade                 4/5
Date Reviewed         January 2018

1.    Education/Qualifications                      Essential   Desirable

1.1   Educated to minimum National 5 or                 *
      equivalent.

2.    Skills, Knowledge and Experience              Essential   Desirable

2.1   Excellent interpersonal and                   *
      communication skills (written and verbal).
2.2   Experience of working in a customer care      *
      environment with a proven track record in
      dealing with the public face to face and on
      the telephone
2.3   Experience of liaising with contractors and               *
      external agencies.
2.4   Strong organisational and time                *
      management skills with the ability to
      manage day-to-day workload with
      minimal supervision.
2.5   Ability to effectively manage a               *
      considerable workload and to work to
      imposed deadlines.
2.6   Competent in the use of computerised          *
      systems.
2.7   Experience of monitoring adherence to                     *
      tenancy/lease conditions including non
      payment of rent.

2.     Skills, Knowledge and Experience          Essential   Desirable

2.8    Experience in day to day health and                   *
       safety requirements within an office
       environment.
2.9    Experience in account processing and                  *
       management.
2.10   Ability to speak a community language,                *
       particularly Czech, Slovak, Romanian or
       Romani
2.11   Ability to demonstrate an understanding   *
       of equal opportunities legislation and
       experience of working in a diverse
       community.

RECRUITMENT OF WORKSPACE ADMINISTRATOR (Job Share)

SUMMARY OF PRINCIPAL TERMS AND CONDITIONS OF EMPLOYMENT

Govanhill Housing Association is a member of ‘Employers in Voluntary Housing’ (EVH) and the
terms and conditions for this job largely follow the EVH terms. A summary of the principal areas
are as follows:

Salary Scale

The current EVH salary scale for this job (Grade 4/5, spinal points 9 - 16) is £20,352 - £26,566 (pro
rata) – from 1/4/18.

Hours of work

You will work 17.5 hours per week: Monday, Tuesday & Alternate Wednesday from 8.30am –
4.30pm with one hour for lunch.

Holiday Leave

A pro rata share of 25 working days holiday leave and 15 days general and public holidays is
available.

Pension Scheme

The Association is a member of the Scottish Housing Associations’ Pension Scheme which you
have the option of joining.

Notice Period

One month by either party.

This summary is for general guidance of applicants and will not form part of the contract of
employment. Any offer of employment will be subject to the receipt of satisfactory references and
health report.

Staffing Structure