Unipol Student Homes Housing Team Leader – CSUNI1047 General Information Unipol is a housing Charity established in 1973 by the University and the then Polytechnic in Leeds in co-operation with their Student Unions. In 1997, Unipol became an incorporated Charitable Company with a Board structure. Unipol provides assistance in finding and supplying housing for students in Nottingham, Leeds and is the main private sector service supplier for the University of Bradford and Bradford College, Leeds Beckett University, the University of Leeds, Nottingham Trent University, The Northern College of Contemporary Dance, Leeds City College, Leeds Arts University and Leeds College of Music. Unipol fulfils four distinct but connected roles: - it has its own Housing Section which develops, takes into ownership and manages refurbished properties and lets them directly to students. Unipol is currently responsible for housing around 3,000 students (including over 210 student families) located in Leeds, 220 students in Nottingham and 59 students in Bradford - it runs three Housing Hubs providing a forum in which owners (including Unipol) can advertise their properties. Although owners are asked to pay a fee for Unipol's services the Housing Hubs are partially funded by the institutions listed above. Unipol's websites, which centralises all private sector vacancies, are a major source of information and advice for students and receives around 100 million hits a year - Unipol runs a number of successful voluntary accreditation schemes for owners letting to students that covers 79% of student housing need in Leeds, 65% in Nottingham and 99% in Bradford. The Codes are designed to maintain and improve property and management standards. In Leeds Unipol runs the Leeds Rental Standard for the City Council and in Nottingham Unipol, together with DASH (Decent and Safe Homes) runs the Nottingham Standard. - Unipol has a stake in two Government Approved Codes of Practice dealing with larger student developments in the United Kingdom. Unipol currently accredits an estimated 340,000 student bed spaces. - through its training arm "Unipol Training" Unipol is the main national trainer in the niche market of student accommodation, running a full annual programme. The training arm also undertakes some bespoke in house training and a number of briefings for different constituencies. Unipol has in-house training facilities in both Nottingham and Leeds.

Unipol is currently following a Forward Look designed to maintain and upgrade its services to meet the increasing needs of its student clientele and increase its own accommodation services. A copy of this can be found at https://www.unipol.org.uk/getattachment/Footer/Governance/Corporate-Documents-Unipol-Board/ForwardLook-2019-2022/Forward-Look-2019-2022-Final.pdf.aspx on Unipol's website. Unipol is organised into six operational areas: i) the Senior Management Team consists of the Chief Executive, the Deputy Chief Executive, the Director of Finance, the Assistant Chief Executive - Housing, the Assistant Chief Executive - Hub Services, the Assistant Chief Executive - Standards and the Assistant Chief Executive - Communications and IT. The Chief Executive and Deputy Chief Executive are supported by an Office Administrator and Homestay Coordinator. ii) Housing Services and the Housing Hub is an integrated service and the staff teams operate operationally together. Certain Housing Hub operations are overseen by the Assistant Chief Executive - Hub Services and she is assisted by a number of Housing Hub Assistants and a Housing Hub Advisor. The Housing team is overseen by the Assistant Chief Executive - Housing and consists of the Housing Manager - Logistics and Compliance, the Housing Manager - Operations and the Development Manager (who is directly answerable to the Chief Executive). In Leeds and Bradford day to day housing management is carried out by two housing management teams, each with a Team Leader who have an assistant to assist them in administrative matters supported by a number of other housing management staff. The Housing Team Leader is a key member of this team. Within the two housing teams there are two Senior Housing Management Officers, 2.5 Housing Management Officers and the teams are supplemented by Residents’ Assistants (currently 20) and a number of part time Housing Assistants over the summer (normally seven who are overseen by one of the Team Leaders) and throughout the year (currently three). Located within the housing management team but directly answerable to the Deputy Chief Executive is the Tenancy Support and Wellbeing Coordinator and the Delivery and Development Officer iii) The Nottingham service is overseen by a Nottingham Team Leader, a Senior Housing Management Officer supported by a Housing Management Officer and a Residents’ Assistant. A Nottingham Services Officer operates the Housing Hub functions. The Nottingham housing management service will expand from its current 220 bed spaces to 558 in the summer of 2020 with the addition of Unipol’s first large leased complex. iv) The Standards Team is headed by the Assistant Chief Executive - Standards who oversees all accreditation and tribunal systems which is coordinated by the Unipol

Codes Administrator and a National Codes Administrator together with the Complaints and Code Investigator. Marketing, both in respect of brand and lettings, falls within this team and is undertaken by the Digital Marketing Coordinator and the Marketing Coordinator. The team also has the Conferences, Events and Design Officer who operates Unipol’s conference operation. v) The organisation has a technical services arm that is led by the Assistant Chief Executive - Communications and IT who oversees an IT Manager, an Applications Developer, an ICT Officer and two part time support staff to ensure that the organisation maintains high quality IT and web services. vi) The Finance Team is headed by the Director of Finance and consists of a Finance Manager, two Senior Finance Officer, a Utilities officer, a Rent Collection Officer, two Finance Assistants and a part time finance clerk, supplemented by consultants for project work from time to time. About this Post The Housing Team Leader is responsible for leading and the day to day coordination of a team of housing management staff currently:

two full time Housing Management Officers

one part time Housing Management Officer (30%)

and is supported by a part time (60%) Assistant to the Team Leader who helps with a number of administrative functions

a number of Residents Assistants (currently 9). The Team Leader has responsibility for managing half of the Leeds portfolio as determined by the Assistant Chief Executive - Housing. There is also a direct housing management load attached to this post. The portfolio consists of a number of partnership operations involving nominated tenancies at Royal Park Flats, Grayson Heights, Carlton Hill and some family flats) in addition to managing cross section of other properties within the portfolio which are let directly to students in the normal house-hunting cycle. Although the portfolio changes and evolves it is envisaged that (with the exception of properties arriving and leaving the portfolio) the property load within each team will remain relatively stable. The Team Leader co-ordinates the workload within the team to get the “best fit” of management input and customer satisfaction for its section of the portfolio. The Team Leader also has first line responsibility for a number of other functions: a) oversees the management of a mixed portfolio of Unipol owned, leased and managed properties and deals with all tenant and supplier relations for that portfolio and interacts with the other Housing Team Leader and the Housing Manager - Operations and the Housing Manager - Compliance and Logistics (who oversees family housing systems) to ensure ever-improving standards of management

b) undertakes systematised monitoring of planned preventative maintenance contracts and certain servicing routines c) takes first line responsibility for Unipol’s key systems in Leeds and Bradford working closely with the Senior Housing Management Officer in this respect d) oversees the management of the Leeds office and takes responsibility for the operation of Unipol’s Health and Safety Policy for Offices and Staff (including remote offices) e) supervises the Housing Management Assistant post dealing with meter reading throughout the portfolio. The Housing Team Leader is a vital member of Unipol's housing management team and the ability to work closely with other key housing staff, including the Assistant Chief Executive - Housing and the Development Manager, is essential. This post requires flexibility, initiative and considerable organisation of own workload, under the guidance of the Housing Manager. Certain health and safety routines carry a high level of personal responsibility and must be carried out with accuracy and rigour. This post carries a Grade 7 salary of £33,199 - £39,609 according to qualifications and relevant experience. The Housing Team Leader is directly answerable to the Assistant Chief Executive - Housing. It is essential that the successful candidate should have an operable driving license and be willing to drive to fulfil the duties of the post. The post is based in Leeds but occasional visits to Nottingham and Bradford are required from time to time. There is a probationary period of 6 months. All those working in Unipol are jointly employed by Unipol and the University of Leeds. The post will involve some limited late night working (up to 7.00pm) and weekend work at specific times of the year, together with the need to undertake cover and call-out arrangements over some public holidays when arrangements for dealing with emergencies have to be made by the Housing Manager. The post holder is also required to work some early mornings on a rota to answer telephone enquiries about repairs. Unipol, the University of Leeds and the other universities and organisations are multi-cultural communities, which value diversity. The Housing Team Leader is expected to treat all individuals fairly, with dignity and respect and contribute to creating a safe, supportive and welcoming environment for all. a) overseeing the management of a mixed portfolio of Unipol owned, leased and managed properties and for dealing with all tenant and supplier relations for that portfolio The Housing Team Leader oversees, in close cooperation with the Housing Manager, the co-ordination and day to day management and operation of the housing management within the Team’s responsibility and provides leadership, guidance and support in the management of the Team’s portfolio including:

The Occupation, Successful Letting and the Minimisation of Voids

undertaking a supervisory and supportive role with the Housing Team in respect of all matters relating to the occupation, successful letting and the minimisation of voids paying particular attention to direct lettings, marketing, maintaining quality within the portfolio and ensuring details of properties displayed are accurate and transparent and working closely with marketing staff

ensuring that the Team members are aware of lettings and void targets and helping to meet them

ensuring that properties are placed on Unipol's on-line letting system and the dedicated website and that this system is being fully utilised and is in good working order and drawing any issues immediately to either the Assistant Chief Executive - Housing.

The Effective Coordination of the management of the Team’s portfolio The Housing Team Leader will co-ordinate (and manage designated properties themselves) a mixed portfolio of Unipol owned, leased or managed properties and ensure that all tenant and supplier relations for that portfolio are properly operated, taking overall responsibility for:

the effective day to day management of the all properties within the Team

arranging for property/ies to be viewed with potential tenants and undertake "viewing days" and "open days" organised by nominating institutions/partners

tenant screening, including refusing to let a dwelling to any person not a student (except with permission of the Housing Manager - Operations) or who has treated a property badly in the past or who owes money to Unipol

signing up students as tenants and ensuring that the legal implications of the let are explained to students and obtaining all relevant tenant details and ensure that all tenants receive a Tenants' Handbook and necessary tenant information

explaining to new tenants how a property and the appliances and amenity levels function

ensuring that all property records are correctly maintained in the standard file format and that all tenant details have been properly entered on the computer and inform the Finance Manager of any changes in the letting arrangements within the property

ensuring that deposits are collected from new tenants and arrange for inspections to be undertaken at the end of the let, together with sending explanatory letters to ensure the return of those deposits or their retention for specific purposes

undertaking visits to properties under management on a regular basis to ensure

that properties are being properly managed and that tenants are abiding by the terms of the tenancy agreement and ensuring that any necessary repairs arising from the visits are undertaken in a cost effective and timely manner

ensuring that property inspection reports on all inspections made are properly completed and filed

taking part in the rota by which tenants can telephone in their repairs on a special telephone line and log those details into the repairs system for other members of the housing management team

taking responsibility for undertaking repairs on behalf of Unipol, using Unipol's approved list of contractors and ensuring that complete records of each repair are made

ensuring that proper liaison has taken place with tenants about access for repairs and checking that works are undertaken at times that have been arranged, ensuring that they have been satisfactorily completed and that the works are of the right quality and represent good value for money

undertaking any other aspects of general housing advice and administrative work, as directed by the Assistant Chief Executive - Housing.

The portfolio the Housing Team Leader will manage will change over time but it is envisaged that they will manage University Leeds nominated family and postgraduate properties and a few of Unipol’s larger shared student houses and some professionally let bedsits Liaising with the Institutions The Housing Team Leader has an important role in helping the Housing Manager - Logistics and Compliance to liaise effectively with staff at the University of Leeds in respect of family and postgraduate accommodation (Grayson Heights, Cardigan Road, Royal Park Road ) and with staff at Leeds Beckett University and Leeds Art’s University (Carlton Hill) in respect of their nominated tenancies and ensuring that good communications are maintained with relevant staff employed by both universities with the assistance of the Housing Manager - Operations who oversees all institutional nominations. b) Undertaking Systematised Monitoring of Planned Preventative Maintenance Contracts and Certain Servicing Routines Unipol has a number of planned preventative maintenance contracts that cover a number of mechanical and electrical systems within its portfolio and offices. These cover both operational systems and health and safety matters including: plumbing maintenance, testing of fire and smoke detection systems, testing of emergency lighting, the correct working of air handling and air conditioning units, the operation of lifts and the maintenance of complex plumbing systems. The Housing Team Leader will prepare contracts for planned preventative maintenance for the Housing Manager - Compliance and Logistics and will have first line responsibility for flagging when contracts are coming to an end to allow sufficient

time for renegotiation or tendering for new contracts to be in placed in a timely manner. The Housing Team Leader has first line responsibility for undertaking regular monitoring and quality assessment of all PPM contracts and for maintaining a record system that verifies these checks have been made. The Housing Team Leader will, as directed:

manage contract quality and performance

prepare and maintain building and routines and planned maintenance programmes

ensure all work procurement documentation and financial procedures used are in accordance with the Unipol's policies, procedures and financial regulations

supervise the overall management of contractors ensuring Unipol's policies, procedures, financial regulations, quality and safety standards are upheld.

c) Unipol’s Key Systems in Leeds and Bradford The Housing Team Leader has first line responsibility for ensuring the smooth operation of Unipol’s key systems. They are supported in this function by their Senior Housing Management Officer who has overarching responsibilities across the whole housing team for the efficient and proper operation of the portfolio key system. This includes ensuring that:

keys are properly logged and filed in the key system

other Unipol staff are trained in the correct use of the key system

that no keys are left unhooked within the secure key storage area

keys are correctly hung and periodically checking that mistakes are rectified

maintaining the important balance between Unipol having sufficient keys for tenants and contractors but restricting the supply of new keys to the minimum possible

bringing any failure of staff to operate the key system properly to the attention of the Assistant Chief Executive - Housing.

The Housing Team leader is also responsible for all non-gardening yard maintenance and the operation of Unipol’s bike bins and making recommendations to the Development Manager about where new bike bins might be installed to reflect demand, together with:

ensuring that bins are cleared at the end of each year

that tenants in those properties know they can use the bike bins provided

that tenants are given working keys

that tenants are told to stop bike storage in houses where alternative and secure storage is available.

d) Undertaking the Day to Day Management of the Leeds Office The Housing Team Leader has responsibility for the day to day management and maintenance of the Leeds office which includes:

being the point of contact for all repairs reported from staff

undertaking repairs and routine maintenance

proactively inspecting the building periodically to ensure no disrepair occurs

maintaining the building in good decorative order

maintaining the fabric of the building

ensuring efficient use of energy throughout the building

maintaining the heating systems throughout the building

ensuring the security of the building and the full operating order of all security related systems in the building (alarms, gates, locks and lights)

overseeing the cleaning contract and monitoring that standard of cleaning undertaken

ensuring that the Unipol garages by the office are kept in good repair and are secure.

The building is in constant use throughout the year and houses a training facility which is used by delegates to a variety of income generating training events. In undertaking works every consideration must be given to keeping disruption in these areas (when in use) to a minimum and close co-operation with the Training and Events Officer about proposed works affecting these areas is essential. The Housing Team Leader is a key member of the Health and Safety Review Board and who, under the Health and Safety Policy for Offices and Staff is responsible for:

the day to day operation of the policy and will draw to the attention of the Housing Manager -Logistics and Compliance any operational difficulties that occurs in administering the policy

the important task of disseminating information on matters raised in the health and safety policy to all staff within Unipol and for building a strong culture of health and safety awareness and compliance and undertaking in-house training (including induction and refresher training) so that staff are informed about and understand the policy, the obligations it places on them and what they must do as a result of the policy

assisting the Deputy Chief Executive to maintain a record of staff training and ensuring that Unipol has an adequate number of staff trained in first aid procedures, fire procedures, fire testing and fire evacuation procedures and the servicing and training related to the evac chair and drawing any shortfall to the Housing Manager

assisting in reviewing of health and safety risk assessments for all of Unipol's offices

maintaining a working knowledge of relevant legislation

The Housing Team Leader also has first line responsibility for:

undertaking a weekly check of all aspects of health and safety in Unipol's main offices in Leeds, a monthly check of the offices at Carlton Hill, Grayson Heights and Mill Street and a quarterly check of all offices outside of Leeds and log those checks in the log kept by the Housing Manager for that purpose

organising, implementing and recording an annual fire evacuation drill for 155-157 Woodhouse Lane Offices and recording any unplanned evacuations

ensuring that a risk assessment of necessary activities, processes, and use of equipment has been carried out and is readily accessible and current

ensuring a high standard of housekeeping within the office buildings, including enforcing good practice in the storage of equipment and consumables and reporting any difficulties in this area to the Housing Manager

ensuring that adequate and suitable protective clothing and equipment is available for use by staff and visitors

undertaking working at home risk assessments with relevant staff in co-operation with the Deputy Chief Executive

operating Unipol's procedures if an accident to staff or visitors should occur including:

o arranging for the prompt reporting of accidents, in accordance with Unipol's procedures

o investigating accidents and in the case of any serious accidents to jointly investigate these with the Deputy Chief Executive

o investigating and reporting on any “near miss” incidents o reporting all significant issues arising from accidents and incidents to

the Deputy Chief Executive In order to operate the Health and Safety Policy for Offices and Housing Team Leader takes responsibility for, and fulfils, a number of specific duties including ensuring and checking that:

the first aid boxes regularly and keeping supplies kept up to date and ahead of their “use by” dates

the certification of electrical appliances (including portable appliance testing), ensuring that certification is up to date and verification records are kept readily accessible at all times

the kitchen, other food preparation areas, the fridge, dishwasher and service areas meet the highest standards of hygiene (and capable of being maintained by others)

fire alarms are tested as required, completing fire testing logs with exactitude, ensuring fire alarms are serviced and maintaining records of that servicing, rectifying any problems experienced in fire testing and servicing.

The Housing Team Leader is also responsible for the operation of Unipol’s three cars including:

ensuring their proper and secure garaging

cleaning (internal and external)

servicing

meeting regulatory requirements. e) Undertaking a Number of Overarching Responsibilities, Supporting and Working with the Housing Manager – Compliance & Logistics The operation, monitoring and training out of hours security staff (either provided in house or out-sourced) - The Housing Team Leader has first line responsibility for ensuring that all security staff are properly inducted and trained and that the contractual obligations relating to their services are being maintained, together with the maintenance of out of hours emergency services and phone line operations are working properly. In fulfilling these responsibilities a close working relationship with the Senior Housing Management Officer (Mill Street) is essential as is a close working relationship with the Assistant Chief Executive - Housing, who oversees security levels and undertakes the renewal and negotiation of contracts for the security staff. Health and Safety and Management of Play Areas - Unipol manages three play areas for children at Argie Avenue, Cardigan Road and Woodsley Terrace. The Housing Team Leader has first line responsibility for ensuring the on-going safe use of this equipment by maintaining a regular system of checking including an annual check by an API or NAPA approved contractor in accordance with EN1176 Part 1 with copies of pass certificates returned in a timely manner to the Housing Manager. If any remedial action is required, following discussion with the Housing Manager - Compliance and Logistics. The Development Manager is responsible for commissioning and overseeing that work. Staffing The Housing Team Leader has a number of staffing responsibilities overseeing the day to day running and organisation of the Housing Management Team staff including:

o making recommendations to the Assistant Chief Executive -Housing in respect of the staffing levels needed to ensure the consistent and high quality performance of management across the Team’s portfolio throughout the year

o maintaining staff performance, effort and reliability

o assisting the Deputy Chief Executive in staff assessments and reporting any concerns or performances of particular merit to the Assistant Chief Executive - Housing for action and assisting them in taking any capability or training issues forward.

The Housing Team Leader will work closely with the Delivery and Development Officer who coordinates, develops and leads the Residents Assistants (known as “RAs”) team who live and work in Unipol’s accommodation and will help to ensure that they

fulfil their administrative and housing management duties as follows and that housing management tasks allocated to Residents’ Assistants have been carried out. Governance The Housing Team Leader is a member of Unipol's Health and Safety Review Board that meets not less than once a year in Leeds to ensure health and safety policies are being properly followed and that a culture of health and safety is pervasive within the organisation. The Housing Team Leader will also take part, as requested, in any ad hoc groups that are established where their expertise is required (currently the Family Housing Review Group). Financial Systems The post holder will liaise with the Finance Manager and follow Unipol's financial systems in all respects. If in doubt about those systems, particularly involving any cash transactions, the post holder will have responsibility to ask the Finance Manager to outline and explain those systems so that no doubt can arise as to the procedures to be operated. The post holder will also ensure that all financial matters are reported properly to those operating Unipol's financial systems. General The Housing Team Leader will undertake such general duties within Unipol as from time to time may be required and shall accept periodic revisions of this job specification where transferable skills are utilised. Person Specification Essential:

Strong leadership skills

Experience of staff training and development

Experience of supervising staff

Experience of property management

Relationship management skills

Strong administration/organisational skills, showing a high degree of accurate

recording and retrieval, attention to detail and a methodical approach

Working knowledge of health and safety legislation in respect of offices and staff.

Understanding of operational finance and budgetary matters

Operable Driving license and willingness to travel

Desirable:

Working knowledge of health and safety legislation in respect of rented properties.

Working knowledge of the housing act 2004.

Awareness of the requirements for Unipol properties and staff under the

Unipol/ANUK Code of Standards

Experience of lettings.

Knowledge of the Leeds market, including knowledge of local property resources

and contractors.