Administration Assistant – Housing Asset Management

at  Omega Recruitment Group

ADMINISTRATION ASSISTANT – HOUSING ASSET MANAGEMENT

Start Time
09:00 AM
End Time
05:30 PM
Pay Rate £12.18
Hours Per Week 37.00
Temporary role

Prepare and submit all necessary contracts and related documents between the Capital Works Team and Private Building Contractors for the Council property upgrades by the specified deadline. It is important to maintain clear communication with the Legal Directorate to ensure timely completion of the process. As the primary users of the Computerised Housing Database System within Capital Works, the post holders are responsible for uploading the contracts to the Planned and Programmed module and continuously managing, maintaining, and updating these records. In addition, individuals responsible for the position oversee and manage staff and operative sickness records, including preparing and forwarding relevant information such as sickness and self-certification forms, doctors notes, and back-to-work interviews to Human Resources. They also maintain spreadsheets to track individual sickness records for use in occupational health referrals and calculate annual leave at the beginning of each financial year. The responsibility of inputting leave or sickness on the Housing Database System also falls under their purview, and they collate and input overtime hours onto a spreadsheet, which is then uploaded onto the payroll system. Furthermore, the post holders input appraisals and courses attended on the Training Database System to ensure future training needs are met and that specialist trades qualifications remain up to date.
The individuals in this role serve as the primary point of contact for Fleet Services in Housing Asset Management. They receive a weekly report and communicate with operatives to guarantee that vehicles are delivered to the Fleet Workshop on time for safety inspections and MOTs, as required by law. Additionally, they compile daily reports of Driver Vehicle Check and Defect sheets, Vehicle Log sheets, and other related documents, while adhering to VOSA regulations. They also create a spreadsheet and submit it to managers to highlight any non-compliance issues. The post holders ensure that vehicle tax discs and replacement fuel cards are collected and signed for by the operatives.Additionally, the tenants insurance application forms are processed, and various queries on the Tenants Insurance Scheme are answered. Claim forms are also issued, and records are updated to produce accurate documentation. Statistical information is provided to senior managers as and when required, and quarterly payments of premiums are prepared and processed for signature. The Senior Administrator is assisted with Right to Buy Applications on a weekly basis, and all Right to Buy applications are received and registered. The applications are progressed through various stages of the process with the help of Housing Officers, Income Officers, Valuation and Estates, and Legal Directorate. A spreadsheet of all stages of the sale of the property is produced, and the percentage of the discount of the price of the property is calculated. The mobile phones database is maintained and repairs, replacements, and requests are processed. The managers and finance are assisted with requests around invoicing, billing, and correct expenditure codes entered on the database for employees. Internal repairs are dealt with in-house.
Maintain accurate records of Service Charges under the guidance of the Team Leader and review and update them annually in collaboration with the Housing Maintenance Section and other Directorates. Initiate billing in collaboration with the Finance section and address any queries from Leaseholders as needed.
Work Experience Experience of providing administrative support to a large multi-disciplinary team. Experience of being part of a team providing a customer focussed service. Experience of using a computer for word processing and creating / maintaining databases to produce reports. Experience of document management and developing and administering support procedures. Experience of operating filing systems. Experience of specialist software systems including Archibus CAFM / CMIS and Permit to Work systems. Experience of the processes and terms used in the Supply chain and project management. Experience of Financial / Project admin. Experience of drafting letters / memos and minuting meetings. Education / Qualifications A range of GCSE’s including English Language and Maths (minimum grade C) or appropriate equivalent, or significant experiential learning. Degree qualification. Microsoft qualification or similar in use of spreadsheets / word processing. Skills / Abilities Excellent organisational skills, accuracy and attention to detail. Experience of using a variety of IT packages including Microsoft Outlook, Word and Excel. Excellent oral and written communication skills. Flexible in approach to work and ability to see tasks through to completion. Ability to deal with conflicting and challenging situations. Ability to work independently and as part of a team