Job Title

Job Title:Administration Officer Reporting to:Operations Manager Main Purpose of Role:Provide an effective and high-quality support service to all customers. Assist and support the housing team in providing a high-quality, efficient, and effective housing management service and undertake other administrative jobs as and when required. Key Tasks: To provide reception desk function for all enquiries at the office, during office opening times. Handle incoming calls to the office. Resolving issues at first contact or ensuring messages are accurately updated in a timely manner onto the housing management system. Providing administration support for the Chief Executive. Deal with incoming and outgoing mail including emails to the Repairs inbox and distribute/circulate or deal with queries as appropriate. Manage and maintain the repairs and HHAL inbox effectively and efficiently. Assist in the facilitation of meetings for the office. To maintain and manage effectively and efficiently the repairs spreadsheet, including raising and managing repairs, accurately coding response times and monitoring contractor performance against the required standards. Accurate processing of contractor invoices in a timely and efficient manner. Provide accurate and timely information on performance using housing management systems, Excel, and Word. Carrying out customer feedback checks on the association’s repairs and maintenance service. Administer the approved contractor list in line with HHA standards. Managing and maintaining accurate property details on the computerized housing management system, including regularly inputting Asbestos information, LGSR information and electrical testing. Monitor compliance for the Association to maintain 100% of its properties with a valid LGSR and Electrical Safety Inspection. Providing accurate reports on compliance for the Operations Manager. Preparing all necessary documentation for the Neighbourhood Officers for Pre terminations, void, allocations, and lettings. Placing all documentation accurately on the housing management system. Logging and administering complaints and compliments in line with the deadlines and record service requests all in line with the Housing Ombudsman Complaints Code and the Associations policy. Provide support for finance team as and when required. Periodically visiting customers in our ‘managed for others’ contracts, supporting them in their housing matters as outlined in the terms of the management contract. Assist in the delivery of newsletters and other communications as a Housing Management team when necessary. Carry out weekly welfare visits to Applegarth residents and update systems afterwards. To carry out all duties in accordance with HHA’s policies and procedures. This is not intended to be a definitive list but the role requires candidates to be flexible and open to change and carry out any other duties within the scope of the role that, from time to time, may be required of them. Person Specification: Required Behaviours: High standards of personal and professional conduct in dealing with customers, partners, and stakeholders. Excellent interpersonal skills and is effective at managing relationships. Has an organised and prioritised way of working. Has a flexible approach in working within a small organisation. Works well both on their own but also as part of a team. Technical Specification: Qualifications Requirements: Knowledge and understanding: Has a basic understanding of housing management issues (general needs, leaseholds, and shared ownership). The ability to exercise good judgement. Skills and abilities: Good communication skills in both written and verbal format. Ability to use Microsoft Word and Excel competently and has an aptitude to learn new computer systems. Excellent customer service skills. Delivers to the required targets and deadlines. Has excellent organisational skills and has good attention to detail. An awareness of building maintenance issues. Education and experience: Educated to a good standard – GCSE/ A level. Experience of Customer service – in dealing with people on the telephone and in person. Relevant qualification in or studying for Business Administration or other relevant area. Other: Willingness to work outside usual office hours as and when necessary. Has a Full driving licence and access to a car insured for business purposes.#J-18808-Ljbffr