Finance Team
Information Systems Team
Human Resources Team

Within the Corporate Services Department, the Association has an experienced and highly qualified Finance team consisting of ten people working to well-established systems and procedures.

A Service Level Agreement between the Finance team and the Housing and Community Services Department sets out the level of service provision and the flow of information necessary to ensure that both an effective and efficient service is provided by both Departments. It covers areas such as the service charge review, rent registration, rent accounting, rent setting, write offs, invoicing and production of monthly reports and annual reports, and petty cash management. 

The Finance team aims to achieve a high degree of value for money and performance together with accuracy and openness of finance and management reporting. The Finance team:

• Maintains and reconciles the rent ledgers on a weekly basis. The records are updated for rent debits, cash receipts and tenancy changes. Timely and accurate information on tenant arrears is made available to the Housing Department and other end users. 
• Manages the cashbook on a daily basis.
• Controls and administers the Service charge for the forthcoming year, and manages the Annual rent review in accordance with timetabled guidelines.
• Maintains the purchase and sales ledgers ensuring controls accounts are reconciled monthly and accurate information is available relating to transactions for the period, and outstanding balances at the end of each month. Reports are produced and circulated to the relevant departments to ensure arrears recovery procedures are adhered to.
• Manages the Associations Treasury function preparing financial forecasts in consultation with the Senior Management Team.
• Prepares the annual budget according to procedures which allow Management an opportunity to actively participate in the budget setting process.
• Prepares monthly management accounts detailing performance against budget. Information is disseminated to Managers as part of the budget monitoring process.

Staff are available to assist in dealing with a wide range of enquiries, and resolving any problems arising from all areas of operations, in particular the rent ledgers, and from both internal and external customers.

The Association has a robust internal audit arrangement.  A specific timetable of areas subject to internal audit is agreed at the commencement of the budget year, reports are subject to scrutiny by the internal audit committee. A deadline is set for implementation and monitoring of any recommendations.

The Information Systems team sits within the Corporate Services Department. It provides appropriate technology and systems that will:

• Deliver accurate, timely and speedy information where and when it is needed
• Take into consideration current and future internal and external influences
• Be aligned with the business strategy and objectives
• Reflect the user requirements and provide sufficient resources that will ensure uninterrupted service
• Deliver efficiency savings and best value

The IS team consists of four highly experienced and qualified people that supports the information and business needs of the Association. The team is well structured with individual specialisms, but also works flexibly to cover all user requirements in line with a Service Level Agreement with user departments.

The Association currently has over 100 users, across 19 locations. There are 9 servers in Caerphilly and 4 in the Cardiff office running a variety of applications. Of the 100 users, 20 have laptops with dial-up facilities. A rolling desktop replacement programme runs on a 4-year cycle.

Access is controlled through a Windows 2003 server operating Active Directory, with Exchange 2000 used for e-mail. Remote sites and roaming users access United Welsh systems through the internet using a VPN (virtual private network). Broadband is used for internet access in Caerphilly, and 4 other remote offices.

The applications developed and supported include:

• QL Integrated Housing and Financial application)
• “Voidlog” (In-house application for controlling and monitoring void process)
• "Select-a-home" (Choice-based lettings system)

• “Housing app” (workflow and reporting application, tenant statements)
• Arrears and Voids reporting (management and day to day)
• “Complaints” (in-house application)
• Intranet (containing links to applications, policies and procedures, minutes, departmental pages, staff newsletter, health and safety, staff handbook)
• “Technical services” (in-house application allowing repairs reporting and electronic transfer of works orders to contractors)
• Personnel and Payroll

The Human Resources team sits within the Corporate Services Department and provides centralised HR support to United Welsh and its 130 staff.

The aim of the team, which consists of a Head of Human Resources, Human Resources Officer, Human Resources Assistant and Human Resources Administrator, ensure that the function supports the Corporate Strategy and adds value to the organisation. United Welsh is one of the country’s leading exponents of Partnership Working in the workplace, which has led to the Association being recognised by the Financial Times as the fourth best workplace in the UK and the top non-profit workplace in the European Union.

United Welsh has adopted a culture where responsibility for people management is devolved to line managers, who work in partnership with the HR team to manage their people effectively. HR values continuous improvement and aims to improve efficiency to add value to United Welsh.

The Human Resources team provide specialist professional support by:

• Working closely with the operational departments in order to understand departmental priorities and key objectives.

• Working in partnership with service managers and trade union representatives, providing professional support, which enables managers to carry out their people management responsibilities.
• Providing a proactive service whereby issues are identified before they become a potential threat or concern to individuals or group of employees.
• Providing a cost-effective people management solution to the business, whilst ensuring that the Association maintains its statutory obligations.
• Providing a flexible and professional service to the organisation, that values innovation, whilst managing risks effectively.

The Human Resources team:

• Ensures its strategy is aligned with corporate objectives.
• Develops and implements HR policies and procedures that reflect partnership working, promote equality and diversity and achieve legislative requirements and best practice.
• Provides professional HR advice and information on people management issues for service managers across the full range of HR activities.
• Advises on remuneration and benefits.
• Co-ordinates all recruitment and selection activities.
• Co-ordinates all employee training and development activities, including developing leadership potential within United Welsh.
• Maintains and develops the HR Information System and intranet.