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Voids management

Voids management

This procedure is part of the Council’s Voids Policy. It sets out what needs to be done to get a void property ready for a new tenancy. The Voids Policy explains our approach to repairing and letting void properties to our residents, most importantly housing applicants, in a way that clearly sets out the standard of service that can be expected. This procedure on the other hand focuses directly on what needs to be done by Council officers and contractors, when and by whom.

Click here for the full guidance.

The housing management manual on updating Northgate.

Governance, roles and responsibilities

The Director of Housing Services and Director of Property Management will be responsible for the overall management of void council dwellings.

The officers with the day-to-day responsibility for ensuring the voids process runs smoothly and efficiently are set out below:

Table 1: Senior officer responsibilities for voids

Service

Officer responsible

Tenancy Termination/Start of void:

Ending the tenancy on NEC Northgate

Collect & deliver keys to Repairs service

and update NEC.   

Moving Homes Manager

 

Allocations and Lettings:

Advertising properties on Home Connections.

Shortlisting & matching applicants to void dwellings, verification and issuance of formal housing offers. Update NEC during the process.

 

Housing Placement Manager

 

 

Repairs:

Inspect void/scope and specify repairs, manage safety compliance, classify void and project manage the repairs process whilst updating Rapid / NEC.

 

Repairs/Void Manager

Commencement of Tenancy/End of Void

Conduct viewing of property and tenancy sign up. Issuance of keys/compliance certificates

Updating Void/Tenancy module on NEC Northgate

Moving Homes Manager

Monitoring and performance information relating to the voids process to be managed by the Moving Homes Manager, with the Data Officers providing regular operational and performance reports.

 The following council officers and contractors set out in Table 2: Summary Responsibilities below are responsible for carrying out the actions set out in this procedure:

Table 2: Officer/contractor responsibilities for voids

Service

Responsibility 

Officer/Contractor

Housing Neighbourhood Services  

·     Organise pre-void inspections with outgoing tenants where appropriate

·     Updating NEC Northgate on potential voids for Pending Voids report

·     Securing valid Notice/Vacant possession

·     Securing keys (dwelling/block/others)

·     Informing contractor keys ready

·     Ending tenancy on NEC

·     Update Energy Angels portal with tenant moving detail - property will become void (currently automatic when tenancy ended)

·     Signing up new tenants

 

NHO

 

MHT

 

NHO/MHT

NHO/MHT

MHT

MHT

This is updated automatically when MHT end the tenancy

 

MHT

Allocations and Lettings

 

·     Update void on Northgate with CBL event

·     Match properties from CBL event stage

·     Identifying properties suitable for downsizing/  beneficial transfer applicants

·     Advertise property on Home Connections

·     Secure viewing dates from MHT

·     Shortlist interested applicants and send viewing appointment

·     Undertake viewing at the property & feedback outcome to PO. Update NEC with viewing outcome.  Viewing to be undertaken at earliest stage of void.

·     Undertake verification

·      issue formal offer & update NEC Northgate of outcome.

·     Applicant invited to tenancy sign up meeting.

·     Direct Offers/viewing sign up undertaken

 

MHT

Allocations Placements Officer

Under occupation advisor

 

Allocations Placements Officer

Allocations Placements Officer/ MHT

 

Verification team allocations Placements Officer

MHT

NHO

Repairs Team

[To ensure compliance and swift turnaround times]

·     Fitting & coding key safes

·     Attending pre-inspections where appropriate

·     Specifying repairs required

·     Classifying voids

·     Arranging compliance surveys and works e.g. electrical, gas and asbestos checks, surveys and works

·     Gas and electricity meter reading and usage which is updated to Energy Angel portal

·     Managing performance of contractors

·     Quality assurance

·     Arranging Energy Performance Certification

·     Organising forensic cleaning where necessary

·     Managing compliance and safety certification

·     Requesting asbestos surveys  or removals as required and any other specialist surveys / works

·     Pre/post void pictures taken & saved in shared void folder

 

Repair/Voids Manager

 

 

 

 

 

Last updated: 14 November 2024