Scheme Monthly Site Audit - Area Manager June 2023

• Scheme conducted

  Select

• Conducted on

  Date

• Prepared by

• Location
  Address

• Score: Brilliant: 100%, Good 72%-99%, Inadequate: below 72%, Needs Improvement: below 20%

  Brilliant

  Good

  Inadequate

  Needs Improvement

• Is external signage in good order and to brand standard

  Yes

  No

  N/A

• Is external lighting working - check with care team

  Yes

  No

  N/A

• Is the external front of grounds being maintained to a high standard, are paths free of weeds, hedges cut, moss removed

  Yes

  No

  N/A

• Is outdoor furniture in good condition

  Yes

  No

  N/A

• Is the car park/grounds litter free

  Yes

  No

  N/A

• Is the car park clear of abandoned vehicles

  Yes

  No

  N/A

• Is the roof in good repair

  Yes

  No

  N/A

• Is the assembly point signage in place

  Yes

  No

  N/A

• Is the fence in good condition

  Yes

  No

  N/A

• Have smoking bins emptied

  Yes

  No

  N/A

• Is the gutter clean and not filled with debris - Visual check only

  Yes

  No

  N/A

• Is the front entrance doors functioning correctly

  Yes

  No

  N/A

• Is the front door glass clean and smear free

  Yes

  No

  N/A

Entrance & Reception

• Is the manager warden call panel clean & functioning

  Yes

  No

  N/A

• Is the entrance carpet clean with no debris

  Yes

  No

  N/A

• Does the scheme has a pleasant smell upon entry

  Yes

  No

  N/A

• Is the visitor desk and visitor log in place with no excessive amounts of signing in sheets within, is the area tidy.

  Yes

  No

  N/A

• Is the fire panel clear of any faults

  Yes

  No

  N/A

• Is the red fire box in place and locked

  Yes

  No

  N/A

• Are communal notice boards up to date and contain relevant in date information around comms, events, customer memos and customer meeting minutes on display

  Yes

  No

  N/A

• Is the meet the team board is in place with the correct team members and the correct profile photos

  Yes

  No

  N/A

• Is the Lifestyle board in place with monthly events & weekly activity planner on display

  Yes

  No

  N/A

• Is the Safeguarding & advocate board in place and up to date

  Yes

  No

  N/A

• Is the You said we did board is in place

  Yes

  No

  N/A

• Is the Grounds maintenance & window cleaning sign in sheets in place and in view and have been signed up to date

  Yes

  No

  N/A

• Are customer support posters displayed to signpost customers to ASB support, money advice, pest, mould & damp prevention, and complaints

  Yes

  No

  N/A

• Is furniture clean

  Yes

  No

  N/A

• Are ceiling tiles in place, are there cracks or stains from historic leaks

  Yes

  No

  N/A

• Is the decoration to a high standard with no holes, plaster damage or woodwork damage

  Yes

  No

  N/A

• Are the corners of walls free of dust & cobwebs

  Yes

  No

  N/A

Restaurant/Kitchen

• Is the restaurant welcoming

  Yes

  No

  N/A

• Do the tables look presentable

  Yes

  No

  N/A

• Is the floor clear of debris and stains

  Yes

  No

  N/A

• Is the decoration to a high standard with no holes, plaster damage or woodwork damage

  Yes

  No

  N/A

• Are menus in place and brand standard

  Yes

  No

  N/A

• Is there evidence of events being planned and advertised within the restaurant relating to catering

  Yes

  No

  N/A

Hallways & Communal spaces

• 10% sample spot check that fire doors show signage stating that they must be always closed

  Yes

  No

  N/A

• 10% sample check that fire doors are not wedged open

  Yes

  No

  N/A

• Is the Lifestyle/Activity room are neat & tidy

  Yes

  No

  N/A

• Is the archive room/s neat & tidy and are not holding excessive amounts of longstanding archived documents

  Yes

  No

  N/A

• Are communal toilets fully stocked with toilet roll, toilet brush in place

  Yes

  No

  N/A

• Are communal toilet floors clean, free of debris & stains, extraction vents free of dust and are not holding any clutter within

  Yes

  No

  N/A

• Are on-site salons are clean & tidy presentable for customers, licence & insurance in place for onsite hairdressers.

  Yes

  No

  N/A

• Are window restrictors & handles in place and are not broken

  Yes

  No

  N/A

• 10% sample check that customer flat doors are not wedged open

  Yes

  No

  N/A

• 10% sample check to check that no customer flat doors have been adjusted in anyway (cat flap etc)

  Yes

  No

  N/A

• Are communal and landing floors clear of debris and stains

  Yes

  No

  N/A

• Is the decoration to a high standard with no holes, plaster damage or woodwork damage

  Yes

  No

  N/A

• Are ceiling tiles in place, no cracks or stains from historic leaks

  Yes

  No

  N/A

• Random spot check of a fire extinguisher to review they are in date & cleanliness

  Yes

  No

  N/A

• Visual check that customer belongings are not blocking fire routes including mobility scooters

  Yes

  No

  N/A

• Conduct pull cord test, record findings within notes & actions

  Yes

  No

  N/A

Communal Grounds

• Is customer furniture in good condition

  Yes

  No

  N/A

• Are there any cigarette nubs upon the floor

  Yes

  No

  N/A

• Are there excessive cigarettes in the bin

  Yes

  No

  N/A

• Check the latest grounds maintenance sign in sheet, does it reflect the current overall condition of the grounds, is an IFF required? Note specific findings within notes and actions

  Yes

  No

  N/A

• do customers windows look clean

  Yes

  No

  N/A

• Are communal bins overflowing or being used as a fly tipping zone

  Yes

  No

  N/A

• Are there pest control measures in place

  Yes

  No

  N/A

Housing Office

• Are the desks neat & tidy with documents organised

  Yes

  No

  N/A

• Is the office environment compliant with GDPR

  Yes

  No

  N/A

• Notice boards show the correct documentation - TV licences, bar licence (if applicable), employee insurance, ICO certificate, corporate plan strategy, colleague champion information, ERP, fire aiders & fire marshals, H&S, OOH on-call rota

  Yes

  No

  N/A

• Salto software functioning correctly, staff can show how to program a door entry fob - where applicable

  Yes

  No

  N/A

• CCTV in place with clear monitoring footage, are the staff aware of how to use the software - where applicable

  Yes

  No

  N/A

• Battlebox in place - checklist evidenced on desktop

  Yes

  No

  N/A

• Are contractor inductions being completed

  Yes

  No

  N/A

• Care office - Is the CQC cert in place, office contact details & opening times, OOH on-call rota, H&S folder all in place

  Yes

  No

  N/A

• Is the Master key sign in process in place as well as master key auditing (dektop check)

  Yes

  No

  N/A

Staff Competency

• Are staff aware of the complaint handling process via service 360

  Yes

  No

  N/A

• Business actions being used? Check quality of 1 - record reference and findings in note section

  Yes

  No

  N/A

• Request evidence of at least 1 starter tenancy checks being completed (outlook diary, business actions, completed paperwork etc) record findings in note section

  Yes

  No

  N/A

• Are staff aware of hoarding action planning (stages of levels

  Yes

  No

  N/A

• Is the RLM/Admin aware of early ASB interventions - ABC, GNA, RJ, letters

  Yes

  No

  N/A

• Are staff aware on how to log an incident, can the evidence an historic incident logged via C365

  Yes

  No

  N/A

• Review of current home check completion figures - desktop

  Yes

  No

  N/A

• Review of current fire door check completion figures - desktop

  Yes

  No

  N/A

• Staff are pro-actively completing ERP scenarios and are being tracked monthly - desktop

  Yes

  No

  N/A

• Staff can evident MLE debt and any applicable rectification strategies are in place for aged debtors

  Yes

  No

  N/A

• Staff can explain how to raise a safeguarding

  Yes

  No

  N/A

• Staff can evident that voids are being monitored effectively and up to date via the void tracker

  Yes

  No

  N/A

• Staff can evident comms between letting officers and money advice team to tackle specific customer rent arrears

  Yes

  No

  N/A