Temporary Estate Assistant / Admin – Housing

Reference no: K&C 5224783

Pay rate: £15.64 per hour PAY

Role Length:  This opening assignment is for 3 months until further notice

Minute taking skills and experience are essential for this role

An Estate Assistant is required to work within a designated team and provide administrative, customer support and management assistance - providing and responding to enquiries and complaints.  Providing contact assistance with residents and stake holders who contact the team during working hours via post, telephone calls, emails and visits. To assist the designated team in maintaining standards, complying with legislative requirements and meeting performance of the businesses, in the area of estates and environmental management and Health and Safety.

Key responsibilities:

• Raising work orders, updating Capita/Open Housing transactions ensuring accuracy and timely updating of spend accounts. Checking the input and accuracy of work orders in Open Housing including all stock related costs.
• Work with suppliers ensuring invoices are processed against IBC Purchase Orders in a timely manner in line with the councils procurement policy.
• Assist with the end to end purchase to pay process when requested by line manager to ensure the best service is delivered to tenants.
• Assist in coordinating the undertaking of letter drops by Caretakers on behalf of other departments.
• Respond to enquiries from contractors, residents, work colleagues and third parties and assist in resolving queries at the point of contact.
• Respond to informal complaints and enquiries using CRM system regarding all services and projects provided by the Team. Assist line Manager with drafting timely formal complaint responses and liaise with Complaints Section to meet policy requirements.
• Maintain the team SharePoint page with an organised file structure, team updates, KPI data and meetings minutes records.
• Assist management team with diary planning and monitoring and book events, meetings, training where required and maintain a team calendar accurately and timely recording absence.
• Compose and type documents (reports, letters, schedules etc.) within the required timescales.
• Maintain, develop, and manage databases/spreadsheets as required.
• Organise, minute take and prepare Agenda’s/minutes for meetings, away-days, and other events as required. This includes the preparation and distribution of minutes, preparing rooms and reports, letters, schedules etc.
• Provide an excellent telephone manner and articulate and helpful responses in all dealings with customers.

“Role Requirements” – to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria:

• Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.
• Minute taking skills and experience are essential for this role.
• Able to carry out, supervise, monitor and direct operatives work to ensure operational procedures are followed and Health & Safety requirements are met.
• Able to monitor quantities of materials and stock held by estate and mobile staff for the performance of operational duties, and ensure equipment and stock are accounted for and held safe and secure during and after completion of daily work.
• Able to communicate well both orally and in writing with residents, providing information and advice regarding queries or reports received or about services provided by the Council.
• Able to plan tasks and work flexibly during time set aside for responsive duties.
• Able to write detailed reports on accidents/incidents.
• Able to liaise effectively with stakeholders to inspect, identify and resolve shortfalls in service standards.
• Ability to manage time effectively on site(s) to maximise productive work time and minimise down time.
• Ability to build and maintain good relationships with customers and colleagues.
• Ability to understand and adapt to the needs of vulnerable residents and people with special needs.
• Strong IT skills using Microsoft packages or equivalent (e.g. G Suite).

NB: Please feel free to apply to us direct via [email protected] by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD.

If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application.

To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF.

If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity.