HOUSING ADMINISTRATION OFFICER

Location: Council Offices, Southfield Road, Loughborough, LE11 2TX
Start Date: ASAP
Contract Duration: 1+ Months
Working Hours: Mon – Fri, 09:00 – 17:00, 37 Hours per week
Pay Rate: £ 11.62 per hour
Job Ref: OR11290

Responsibilities

• Deliver a full range of administrative functions, including handling post, word processing, filing, and managing telephone enquiries/complaints, with sensitivity towards vulnerable individuals.
• Manage and resolve enquiries from customers and partners, including managing mailboxes across the Service.
• Maintain and input data into various databases/spreadsheets to support government statistical returns and monitor performance.
• Organize consultation events and other meetings, including sourcing venues, taking minutes, and arranging refreshments.
• Monitor complaints using the Corporate Computerised Complaints System, including logging complaints, responses, and allocating to officers.
• Administer and make petty cash payments in accordance with Audit Regulations.
• Order and maintain adequate stationery stock for the Service.
• Use the Council’s Financial Management System to raise orders and receipt goods.
• Circulate newsletters, leaflets, and mailshots as required.
• Maintain stocks of advisory leaflets and housing application forms for customer services availability.
• Conduct customer satisfaction surveys and input data onto a spreadsheet/database.
• Protect and manage information securely, reporting breaches or suspected breaches per Council policies.
• Contact customers/professionals regarding Grant referrals, ensuring all necessary information is collected for home visits.
• Administer housing-related grants, including correspondence, maintaining spreadsheets/databases, and liaising with builders and partners.
• Monitor and progress Grant repayments and Land Charge data.
• Process Grant-related invoices and payments and maintain financial records for budget reconciliations.
• Assist with updating and maintaining a database of empty homes across the Borough.
• Register HMO and caravan site licence applications, ensuring appropriate supporting documents are submitted.
• Maintain registers of HMO and Caravan Site Licenses and assist with preparing statutory notices and licences.
• Check new housing applications and changes of circumstances, ensuring correct documentation is provided and inputting data.
• Support customers with housing applications, including obtaining and checking relevant documents.
• Log, amend, and cancel housing applications as directed.
• Maintain an accurate list of outstanding housing register assessments and notify officers of pending assessments.
• Assist with Annual Reviews of the Housing Register and Garage Waiting list.
• Place bids on Choice Based Letting adverts for vulnerable clients as directed.
• Monitor void properties, ensuring timely advertising and uploading of property adverts to the Choice Based Letting system.
• Ensure timely key movements for void properties and maintain accurate key register records.
• Update and maintain system records for tenancy terminations and creations.
• Notify utility providers of tenancy changes to ensure accurate Council liability records for void properties.
• Prepare, issue, and monitor payment of choice-based lettings and bed and breakfast invoices.
• Administer and maintain the Council’s Garage waiting list, allocate garages, and handle customer enquiries.
• Administer and issue travel tokens for temporary accommodation placements.
• Work with and protect confidential and sensitive information held by the Service and the Authority.

Person Specification

• GCSE or equivalent in English Language and Maths (minimum grade C or level 4) or demonstrable experience.
• Significant experience of clerical/office administration duties.
• Experience working with computerised systems and Microsoft Office.
• Experience in a customer-focused environment.
• Ability to converse with customers and provide understandable advice in spoken English.
• Ability to accurately input and extract information from systems and spreadsheets.
• Organised with the ability to meet targets and deadlines.
• Good written and numeracy skills.
• Good working knowledge of Excel.
• Knowledge of Private Sector Housing Grants.
• Methodical approach with attention to detail.
• Self-motivated and able to work on own initiative.
• Ability to work accurately under pressure with minimum supervision.
• Friendly but firm approach to dealing with people.
• Commitment to Customer Service improvement.
• Understanding and commitment to equal opportunities, with the ability to apply this to all situations.
• Ability to perform all duties and tasks with reasonable adjustments, per the Equality Act 2010.

DISCLAIMER: By applying for this vacancy, you consent to your personal information being shared with our client and any relevant third parties we engage with, for the purpose of assessing your suitability for the role. You acknowledge that it is your responsibility to inform i-Jobs in advance if there are any specific organisations or hirers to whom you do not wish your details to be disclosed.
Job Types: Full-time, Fixed term contract
Contract length: 1 month
Pay: £11.62 per hour
Expected hours: 37 per week

Experience:

• Housing Administration Officer: 1 year (required)

Work Location: In person
Reference ID: OR1129

• Deliver a full range of administrative functions, including handling post, word processing, filing, and managing telephone enquiries/complaints, with sensitivity towards vulnerable individuals.
• Manage and resolve enquiries from customers and partners, including managing mailboxes across the Service.
• Maintain and input data into various databases/spreadsheets to support government statistical returns and monitor performance.
• Organize consultation events and other meetings, including sourcing venues, taking minutes, and arranging refreshments.
• Monitor complaints using the Corporate Computerised Complaints System, including logging complaints, responses, and allocating to officers.
• Administer and make petty cash payments in accordance with Audit Regulations.
• Order and maintain adequate stationery stock for the Service.
• Use the Council’s Financial Management System to raise orders and receipt goods.
• Circulate newsletters, leaflets, and mailshots as required.
• Maintain stocks of advisory leaflets and housing application forms for customer services availability.
• Conduct customer satisfaction surveys and input data onto a spreadsheet/database.
• Protect and manage information securely, reporting breaches or suspected breaches per Council policies.
• Contact customers/professionals regarding Grant referrals, ensuring all necessary information is collected for home visits.
• Administer housing-related grants, including correspondence, maintaining spreadsheets/databases, and liaising with builders and partners.
• Monitor and progress Grant repayments and Land Charge data.
• Process Grant-related invoices and payments and maintain financial records for budget reconciliations.
• Assist with updating and maintaining a database of empty homes across the Borough.
• Register HMO and caravan site licence applications, ensuring appropriate supporting documents are submitted.
• Maintain registers of HMO and Caravan Site Licenses and assist with preparing statutory notices and licences.
• Check new housing applications and changes of circumstances, ensuring correct documentation is provided and inputting data.
• Support customers with housing applications, including obtaining and checking relevant documents.
• Log, amend, and cancel housing applications as directed.
• Maintain an accurate list of outstanding housing register assessments and notify officers of pending assessments.
• Assist with Annual Reviews of the Housing Register and Garage Waiting list.
• Place bids on Choice Based Letting adverts for vulnerable clients as directed.
• Monitor void properties, ensuring timely advertising and uploading of property adverts to the Choice Based Letting system.
• Ensure timely key movements for void properties and maintain accurate key register records.
• Update and maintain system records for tenancy terminations and creations.
• Notify utility providers of tenancy changes to ensure accurate Council liability records for void properties.
• Prepare, issue, and monitor payment of choice-based lettings and bed and breakfast invoices.
• Administer and maintain the Council’s Garage waiting list, allocate garages, and handle customer enquiries.
• Administer and issue travel tokens for temporary accommodation placements.
• Work with and protect confidential and sensitive information held by the Service and the Authority