TheHousingAllocationsAdministrativeOfficerwillplayakeyroleinsupportingtheimplementationofanewITsystemwithintheAllocationsTeam.Theprimaryfocusofthistemporaryroleistoensurethatexistingrecords,documents,andapplicantinformationareaccuratelydownloaded,saved,organised,andmigratedinpreparationforthenewsystem.
Alongsidethis,thepostholderwillprovidegeneraladministrativesupporttomaintainsmoothdaytodayoperationsduringthetransitionperiod.
KeyResponsibilities
DocumentHandling&DataPreparation(PrimaryFocus)
?Download,save,andcataloguelargevolumesofdocumentsfrommultiplesources(sharedinboxes,portals,legacysystems).
?Create,organise,andmaintainstructureddigitalfolderstosupportthemigrationtothenewITsystem.
?Ensureallapplicantrecordsarecomplete,uptodate,andstoredinthecorrectformatfortransfer.
?IdentifymissingorinconsistentinformationandflagthistoAllocationsOfficersforfollowup.
?Supportthecleansingofexistingdatatoensureaccuracy,consistency,andcompliancewithdataprotectionrequirements.
?Assistwithmappingexistingrecordstonewsystemfieldsorcategories(trainingprovided).
?Workcloselywiththeprojectteamtoensuredocumentsarereadyforuploadormigrationaccordingtoagreedtimelines.
SupportforNewITSystemImplementation
?AssisttheAllocationsTeaminpreparingdocumentationandrecordsforsystemtestingandgolive.
?Follownewprocessesandworkflowsintroducedaspartofthesystemrollout.
?Providefeedbackondocumenthandlingprocessesandhighlightanyissuesencounteredduringpreparation.
?Helpensurecontinuityofservicebymaintainingaccuraterecordsthroughoutthetransitionperiod.
GeneralAdministrativeSupport
?Managesharedinboxes,downloadattachments,andallocatecorrespondenceappropriately.
?Preparestandardletters,emails,andnotificationstoapplicants.
?Carryoutscanning,filing,photocopying,andotherroutineadmintasks.
?Updatespreadsheets,trackers,andmonitoringtoolsasrequired.
?Supportofficerswithbasicapplicationchecks,changesofcircumstances,anddocumentverification.
?Respondtostraightforwardenquiriesfromapplicantsandinternalcolleagues,signpostingwherenecessary.
Skills&ExperienceRequired
?Strongadministrativeexperiencewithahighlevelofaccuracyandattentiontodetail.
?Confidenthandlinglargevolumesofdocumentsanddigitalfiles.
?GoodITskills,includingexperiencewithdocumentmanagementsystemsandMicrosoftOffice.
?Abilitytofollowstructuredprocessesandworkmethodically.
?Experienceinhousing,localauthority,orcustomerserviceenvironmentsishelpfulbutnotessential.
?Comfortableworkinginafastpacedenvironmentduringaperiodofchange.
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TPBN1_UKTJ