MAIN PURPOSE OF JOB
To plan, and manage an efficient and effective administration service in the housing office.
To give administrative assistance and support to the HOUSING OFFICE members of HOUSING OFFICE staff. To support the Board.
SUMMARY OF OBJECTIVES
At all times to carry out duties and responsibilities with due regard to the Boards Equal Opportunities Policy within the context of the Councils policy and other policies and procedures.
At all times to carry out duties and responsibilities with due regard to the Health and Safety policy.
To provide administrative support to the various work areas in the housing office and other locations within the estate.
To ensure all administrative systems are reviewed, maintained and operated efficiently in accordance with Management Agreement.
To monitor and keep records of on:the:job training for staff (including in:house induction) within the housing office.
To be responsible for regular processing and completion of statistical information and ensure periodic reports are submitted to deadline.
To assist in the provision of a high quality housing office reception service to HOUSING OFFICE residents, partners, stakeholders and Council. To provide advice and guidance on all public enquiries via the counter, telephone and or written correspondence. To maintain a supply of relevant forms and leaflets for the public,
To liaise as required with contractors and agencies.
To be responsible for providing appropriate records for HOUSING OFFICE staff e.g. absence returns and maternity/sick certificates, ensuring that documents are forwarded in accordance with deadlines and appropriate procedures.
To be responsible for disseminating information and changes to procedures to staff giving advice on general process as necessary.
To ensure the availability of the computer printers, photocopier and other office equipment to all:relevant staff and keeping records of office repair and maintenance schedules,
To monitor the use, security and maintenance of the HOUSING OFFICE housing office.
To be responsible for maintaining the HOUSING OFFICE Library in consultation with the HOUSING OFFICE Lead Officer.
To ensure routine sorting of correspondence, complaints and members enquiries, in and out of the office is effectively undertaken and ensuring councils policy on replies to correspondence is adhered to.
To prepare reports on customer care issues, e.g. members enquiries, complaints and correspondence, to ensure that replies are made within target times.
To service the Estate Management Board meetings by taking minutes, sending out reports, preparing reports in conjunction with the HOUSING OFFICE Lead Officer. Post holder will be required to attend Estate Management Board meetings monthly in the evening and out of hours.
Maintain the HOUSING OFFICE Share Register.
Design, print out and organise distribution of newsletters and posters for HOUSING OFFICE publicity.
To operate Visual Display Units and Micro Computers extracting relevant information, and inputting data as necessary to fulfil duties and to assist with the development and implementation of new technology in accordance with prescribed agreements.
To have specific administrative responsibility for the provision and ongoing operation of fire extinguishers, alarms, first aid equipment, staff clothing and other general Health and Safety matters in the HOUSING OFFICE office and other locations.
To maintain stock records, including security keys
Co:ordinate room hire. Arrange maintenance of meeting rooms and ensure that the meeting rooms are cleaned and set up ready for all meetings.
Responsible for the efficient filing/ retrieval of old files and former tenants files: Also to ensure the archive storage room is kept in an orderly manner.
To be responsible for the ordering, usage and monitoring of office programmes and stationery. The