Temporary Business Support Admin Officer – Housing Services – Repairs

Reference no:  Charnwood RQ835053

Pay Rate: £12.00 per hour PAYE

This opening assignment is for 3-4 weeks. Likely to be extended

Hybrid working

The purpose of the role is to facilitate the delivery of an effective and appropriate Repairs and Investment service to all service users, fairly and without discrimination.

Ensure the Repairs and Investment service fully complies with the Council’s Corporate Customer Care Standards and achieves high levels of customer satisfaction.

Key responsibilities:

• To support the Repairs and Investment service by coordinating workload planning, supplier relationships, and subcontractor relationships.
• Deal with any planning/ scheduling/ appointment activity for the service. Dealing with all enquiries and requests and initiating and monitoring actions across the repairs and maintenance service teams. Ensuring that Charnwood Borough Council fulfils its legal, regulatory and statutory obligations.
• Deliver specific assigned duties around the administration, coordination of contractor and in-house waste management, vehicle and transport issues including fleet maintenance and compliance, fuel cards, vehicle tracking, material purchasing and management of frameworks/ trade supplier contracts.
• Be responsible for inputting and extracting data as per the requirements of the service, data analysis and reporting, invoicing, payments, petty cash and telephone and front desk enquiries.
• Support Repairs Team Leaders relating to all administrative requirements around repairs, voids and subcontractor works.
• Raising and administering work orders.
• Ensure the effective maintenance of databases and hardware used by the Repairs and Investment services such as QL, Cloud Dialogs, Lagan (CRM), Agresso, telephones and mobiles, regularly undertaking necessary housekeeping of the IT systems and directing users accordingly.
• To develop, improve, maintain and make use of appropriate IT systems and procedures to assist in the achievement of service and organisational objectives. Ensure all documents and service communications are accurate, consistent and well presented.  Develop and maintain electronic and paper filing systems for the service in line with organisation records management policies.
• Utilise feedback from customers, operatives, staff, suppliers and contractors regarding operational delivery, initiating service improvements as necessary.
• Actively set targets, monitor performance, benchmark, network and engage with other contracting organisations, suppliers and subcontractors and their representatives to ensure the service achieves the standards set. To seek opportunities for change; developing policies and procedures, as necessary, to deliver continual improvement.
• Monitor daily work volumes ensuring efficient use of resources to meet turnaround timescales. Ensure trade operatives have the workload to allow them to perform to an optimum level at all times.

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

Qualifications:

1. Educated to a minimum of 2 GCSEs of grade C or above or equivalent.

Experience:

1. Minimum of 12 months recent experience in a similar role, or context and ideally within a public sector organisation.
2. Significant experience of performance-based work in a customer focused service organisation.
3. Experience in working in a contact centre environment or similar.
4. Experience of using software or databases for operational purposes such as raising work orders, repairs scheduling, voids planning or mobile working in housing or a comparable sector.
5. Knowledge of QL housing management and Service Connect repairs scheduling software.
6. Experience of identifying and recommending service/system improvements.
7. Experience of processing purchase orders and invoices or a comparable type of work.

Skills & Abilities:

1. The ability to converse at ease with customers and provide advice in accurate spoken English is essential for the post.
2. Ability to make decisions, take the initiative and work under own direction towards tight deadlines.
3. Ability to multi task and manage diaries
4. Ability to to deal with conflict in a professional manner.
5. Ability to investigate, evaluate and respond to situations quickly.
6. Gather, collect, record, track and verify data and information from multiple sources; compile, review and analyse data.
7. Have a methodical approach to work.
8. ICT Skills: Strong IT skills including 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 clarify.