Admin Officer (Housing Area Team)

JOB TITLE: Administrator (Housing Area Team)

LOCATION: Office based, SW18 1HR

PAY RATE: 18.18 paye / 22.04 umbrella (per hour)

START DATE: ASAP

DURATION/Hours: 3-month initial contract/ 36 hours a week (Mon-Fri, 9-5)

Job purpose:

Responsible for the provision of effective and efficient administration, within a team providing housing management services to approximately 8000 properties.

Duties & responsibilities:

• First point of contact on a repairs reporting telephone line and raising remedial orders as required, often for emergency repairs. Liaising with contractors and colleagues to work efficiently, ensuring the correct contractor and job priority is given to ensure repairs are carried out promptly adhering to health and safety guidelines. Gathering all required information from CIVICA for the Deputy Area Housing Manager in relation to disrepair cases when required.
• Follow the duty rota for the team (ASB, Voids, Out of Hours Emergencies and Post) whilst ensuring adequate cover of reception and telephones, maintaining the highest standard of customer care.
• ASB

Responsible for ensuring that incidents of ASB, DA and hate crimes are recorded in NPS and Civica, that appropriate legal notices and letters are issued in line with the council's policy and that strict timescales are observed, and where necessary ensure that cases are passed to the investigating officer without delay.

• Out of Hours emergencies

Deal with emergency and incident reports, updating records and ensuring orders are raised to contractors, as necessary. Cross referencing NPS and Civica to avoid duplication and ensure correct understanding of the events of an out of hours incident. Following up with tenants and informing Estate Managers of any urgent matters.

• Post

Responsible for managing correspondence via Civica, various shared mailboxes and complaints databases ensuring that they are administrated correctly providing accurate statistical returns. Monitoring consistency and accuracy across the team and ensures that acknowledgments are dispatched within corporate timescales.

• Voids

Terminating tenancies, accepting keys with vacant possession and co-ordinating void properties, ensuring NPS is integrated accordingly in relation to various property portfolios. i.e., Relet, sales and temporary accommodation properties. Liaising with the Building Maintenance team, contractors and tenants ensuring that protocols for void properties are followed correctly and in a timely manner to ensure maximum efficiency on void turnover.

• Co-ordinating with Building Maintenance team, Allocations, and applicants to ensure that offers are made, viewings are arranged, and sign-up appointments are upheld. Responsible for generating tenancy agreements, selecting correct notices for ending tenancies, if appropriate, and handing keys to new tenants.
• Open and close reception and manage the public area, ensuring callers are dealt with professionally and courteously. Assists in the maintenance of a safe and healthy environment for callers and staff. Dealing with cash & card payment in respect of parking permit replacement, door entry keys and skips licences etc.
• Responsible for the issue of all estate parking permits to residents in new and existing Traffic Management Orders (TMO), ensuring that the correct information is supplied and that appropriate records are maintained for audit purposes.

Knowledge, skills, and experience:

• Understanding of, and commitment to the Council 's Equal Opportunities policies as they apply to service delivery.
• A good working knowledge of Excel, Word, Outlook, and the ability to learn other IT packages such as NPS.
• Experience of communicating effectively with members of the public and contractors, both face to face and via telephone.
• Experience of using and interrogating a computer system and to use IT products to organise and prioritise work.
• Ability to draft letters and reports.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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