HAP Place Finder Administrator

Cork City Council operates a ‘Place Finder’ service to identify and source private rented accommodation, with the aim of transitioning individuals and families directly from homeless services into the private rented sector under the Housing Assistance Payment (HAP) Scheme.

The HAP Place Finder Administrator (Grade V) will engage directly with letting agencies, private landlords, service providers, An Garda Síochána, support agencies, and individuals and families in homeless services. In addition, the role involves producing statistical analyses and reports to meet the requirements of both the Council and the Department of Housing, Local Government and Heritage.

DUTIES AND RESPONSIBILITIES

The key duties and responsibilities of the HAP Place Finder Administrator (Grade V) include:

• Identify and source private rental properties and engage with prospective landlords.

• Negotiate rent in line with Housing Assistance Payment (HAP) rent limits for Cork City (effective from 1st July 2025) and ensure rates comply with Rent Pressure Zone regulations.

• Meet with homeless clients and match their needs, including affordability, to suitable vacant properties.

• Ensure all forms are correctly completed and track accompanying documentation. Liaise with the HAP team to upload to Sugar and monitor to ensure HAP commences within one month.

• Engage with Threshold and negotiate with landlords to prevent individuals or families from entering homeless services where possible.

• Balance rent payments to maintain the advance payment of rent.

• Set up landlords on JDE using a supplier setup form, ensuring payment of deposit and rent in advance is completed through JDE.

• Monitor and track all recoupment of funds from the HAP Shared Services Centre.

• Attend Homeless Action Team meetings and take referrals from various agencies.

• Compile monthly performance reports for the Chief Executive, using the PASS system to verify information and compile statistics.

• Comply with all statutory, legal, and quasi-statutory rules and regulations covering Safety, Health, and Welfare at Work, fully discharging responsibilities in this area and ensuring all staff do likewise.

• Carry out other duties as may be assigned from time to time.

• Deputise for staff at a more senior level when required.

The above specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

QUALIFICATIONS FOR THE POST

Character

Each candidate must be of good character.

Health

Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Education, Training, Experience, etc.

Each candidate must, on the latest date for receipt of completed application forms –

i. A minimum of one year’s experience of working with landlords and/or letting agents to secure private rental accommodation for social housing in Cork City.

ii. An understanding of social housing supports with a particular emphasis on the Housing Assistance Payment Scheme, HAP.

iii. An appreciation and understanding of the causes of homelessness and the issues and challenges encountered by people who are homeless or at risk of homelessness.

iv. Knowledge of legislation governing the private rented sector.

v. Experience of statistical analysis and reporting.

vi. An ability to demonstrate competence in the following areas – Delivering Quality Work and Services, Communicating Effectively and Identifying Problems and Contributing to Solutions.

Driving Licence

Holders of the office may be required to drive a car in the course of their duties and therefore are required to hold a full driving licence for class B vehicles free from disqualifications.

Desirable Skills

• A good understanding of Social Housing and Homeless Services.

• An ability to work in a multi-disciplinary team.

• Good communication and interpersonal skills.

• An ability to work under pressure and maintain a solution-oriented mindset in dealing with a wide range of issues.

• Good report writing and IT skills.

• An ability to achieve delivery of competing demands within prescribed timeframes and deadlines.

Competency Framework

Candidates are expected to be able to demonstrate in their application and at interview that they possess these competencies through the experience and skills they have gained to date.

Delivering Quality Work and Services

Implements high standards of service delivery in accordance with the established parameters of the operational plans.

• Understands and complies with the required work quality standards.

• Demonstrates a strong customer service ethos and is an example to both internal and external customers.

• Takes pride in the quality of service delivered and constantly seeks to improve it.

• Regularly reviews and measures the quality of his or her work.

• Immediately reports to his or her supervisor where there is a problem with service quality.

• Discusses quality, improvements and performance measures at every Team Development Plan meeting.

• Undertakes training as required to continuously improve quality work output.

• Contributes ideas and suggestions as to how service activities can be improved.

• Uses feedback from customers on a regular basis and uses this to inform the Team Development Plan and other team review meetings.

Communicating Effectively

Recognises the value of and requirement to communicate effectively.

• Listens, clarifies and checks back to understand someone else’s perspective.

• Gets their message across accurately and concisely.

• Checks understanding rather than making assumptions.

• Makes sure that important information is communicated in a timely way.

• Consults others carefully on sensitive or delicate issues.

• Influences others effectively to get support and commitment to proposals or suggestions.

• Responds in a timely and accurate way to requests for information.

• Demonstrates good written and verbal skills where required and has good interpersonal skills.

Salary

The salary scale for the post is:

€51,722, €53,266, €54,844, €56,454, €58,076, (LSI1) €59,967, (LSI2) €61,865 (Max)

In accordance with Departmental Circular Letter EL 02/2011, a person who is not a serving local authority employee on or after 1st January 2011, will enter the scale at the minimum point.

Hours of Duty

The standard working week will be 35 hours per week. The role may, on occasion, include evening and weekend work.

Holders of the post may be called for duty at any time in accordance with arrangements made by local authorities. The Council reserves the right to alter hours of work from time to time.