3.     The day after the tenancy ends 

Moving Homes  

Officer

3.1.1.   Update NEC with ‘Keys received from Tenant’ and ‘Termination of Tenancy date’ (VOID). 

3.1.2.   Confirm void on NEC

3.1.3.   Confirm keys passed to Voids Manager

3.1.4.   Enter Repairs Referral date in NEC.

3.1.5.   Notify Energy Angels of start arrangements with the energy supplier to clear any outstanding debts from both credit and debit meters (auto-report generated by NEC).

3.1.6.   Email Voids Team Generic (referral) Inbox, Voids Manager notifying property now void and keys have been passed (complete by 1pm Monday

Void Manager

On receipt of email with referral done via NEC from Moving Homes Officer to voids referral mailbox:

3.2.1.   Preparation Stage START - Collect keys from MHT

3.2.2.   Inspect and specify works and take pictures / arrange for clearance if cannot be specified

3.2.3.   Raise appropriate work orders in Rapid and record all update on Rapid

3.2.4. Set up a Property folder to manage incoming data and certificates for future audit purpose

4.     Asbestos survey and possible asbestos removal (Enter day) 

Voids Manager

4.1.1.   Check Asbestos Register APEX and obtain paperwork (i.e. a recent asbestos survey) or if no recent asbestos survey (anything before 2012) has been carried specify what type of asbestos survey is required based on scope of works 

Voids Team Administrator

4.2.1.   Voids Administrator to raise order for either a management survey only or combined management/R&D as instructed by the Void Manager

4.2.2.   Update RAPID 

5.     Asbestos survey (Enter day)

Asbestos Surveyor (contractor – managed by Camden asbestos manager)

5.1.1.   Asbestos Surveyor attends site and undertakes survey, as per Asbestos Management Plan 

5.1.2.   Asbestos Surveyor emails survey to Asbestos Compliance Team inbox (cc Voids Manager). 

Voids Manager

5.2.1.   Voids Manager reviews asbestos survey and assess if asbestos removal required – liaise with Asbestos Compliance Team for advice if required and instruct removals as required

5.2.2.   If any removals are required only after the SOC is received works (building works) can commence on site

5.2.3.   Update Rapid

6.     Void repairs start (enter day)

Voids Administrator

Raise the main work order (building works Contractor / DLO)

·     Void Path (RFTV – Contractor / CBMV – DLO) and Classification (Routine, Minor, Major, and Long-term)

·     Update target date based on works with expected completion date (EXRD – this can be seen into NEC and Qlik)

·     Update Rapid

7.     Managing progress of voids repairs (from enter day onwards)

Voids Manager

Voids admin

7.1.1.   Manage all site activities, visit property during works to check progress and ensure all documents are compliant

7.1.2.   Agree variations and/or extension to estimated completion date (update Rapid) / amends the void type

7.1.3. Email Moving Homes Team email generic inbox to inform that works are due to complete in 5 working days 

Voids Manager

7.2.1.   Check all works are completed (post inspection) as specified and all certification has been received. 

Voids Manager & Admin

 Moving Homes  Officer

7.3.1.   Returns keys and emails document pack to MHT Team email box, Property Data and Allocation Team and update Rapid / NEC (enter HBEM – handover date)

7.3.2.   Update NEC with date keys received