Overview
Job Category : Sec / Admin
Location : County Hall, Raikes Lane, Mold CH7 6NB – Phase 3, Flintshire County Council
Hours Per Week : 37.00
Start Date : Immediate start
Start Time : 09:00
End Time : 17:30
Salary : GO2 £12.18
Primary purpose: Admin/business support to assist project lead with proposal. This is a large generic team whose role is to provide administrative and clerical support to the gas service, capital works service and electrical services, as well as general administrative support to the Housing Asset Management team and other sections of Housing Services based in County Offices Flint. This role also processes right to buy applications and works closely with the insurance provider to process tenants’ insurance applications.
Responsibilities
* Prepare and collate all building work contracts and supporting documents between the Capital Works Team and Private Building Contractors for work on the upgrade of all Council properties. Contracts must be scrutinised, countersigned and forwarded to the Legal Directorate within strict deadlines. Regular contact with the Legal Directorate is required to keep information up to date; any delay can result in Finance withholding payments to Building Contractors. The post holder is the designated main user of the Computerised Housing Database System within Capital Works, responsible for uploading contracts and maintaining records.
* Assist in the Council’s duty to carry out the Annual Heating Service and Electrical Testing of all Council-owned properties in compliance with Gas Safe Regulations and 17th Edition Electrical Regulations. Create monthly service schedules, send letters to tenants, arrange appointments between tenants and engineers/electricians, maintain an appointment diary on the Housing Database System, and manage No Access procedures in accordance with the Flintshire Gas/Electrical Procedure Manual. Liaise with the Housing Officer when access is denied and produce documentation for court proceedings if required. Input Electrical Installation Part P Warranties onto AMTECH software and keep on file as required by law. Input vital heating information onto the Housing Database System to ensure the following year’s service cycle can be planned.
* Collate and monitor staff and operative sickness records; prepare and send relevant information to Human Resources (Sickness and Self Certification Forms, Doctors Notes, Back to Work Interviews). Create spreadsheets to monitor sickness for Occupational Health referrals. At the start of each financial year, calculate Annual Leave, produce leave cards, and maintain an audit trail of leave and sickness. Record operative leave/sickness on the Housing Database System to aid the Repairs by Appointment System. Collate and input overtime hours for payroll and input appraisals and training records to meet future training needs and maintain specialist trades qualifications.
* Act as the main point of contact for Fleet Services in Housing Asset Management. Receive weekly reports and liaise with operatives to ensure vehicles are delivered to the Fleet Workshop for Safety Inspections and MOTs as required by law. Collate Driver Vehicle Check and Defect sheets and Vehicle Logs daily, maintaining reports in line with VOSA regulations. Create and submit a spreadsheet to managers indicating any non-compliance. Ensure collection and sign-off of Vehicle Tax Discs and replacement Fuel Cards by operatives.
* Order and maintain stock levels of all legally required forms and documents for staff (e.g., Driver Vehicle Check and Defect Books, No Access Books, Stores Requisition Books). Maintain annual budget of £14,000 for stationery and equipment; produce statistical monthly reports for Managers. Maintain strong relations with external suppliers to obtain best quality, price and service for the Directorate.
* Respond to all complaints from tenants and councillors regarding Housing Repairs by phone or correspondence in line with the Council’s guidelines and timescales. Liaise daily with tenants, elected members and housing personnel to resolve complaints, promoting a high level of customer care within the directorate.
* Log all incoming mail and distribute to sections within the County Offices Building. Ensure cash and cheques are handled in accordance with audit guidelines. Collect outgoing mail and manage postage costs via the Franking Machine, maintaining the Franking Machine and distributing postage balances to departments each month.
* Provide front-line reception service at the County Offices Building. Respond to inquiries from the public, provide information and advice for all Directorates, and ensure adherence to the Council’s Visitors Procedure. Maintain politeness and calmness in all interactions to promote customer care in line with policy.
* Maintain petty cash records and ensure audit requirements are met. Reconcile petty cash weekly, obtain receipts and manager authorisation. Replenish the float as needed.
* Process tenants insurance application forms, answer insurance-related queries, issue claim forms, update records for accurate documentation, and provide statistical information for senior managers. Process quarterly premium payments, liaise with Senior Managers and external insurers to review annual premiums and claims, and assist in negotiating terms to ensure best value.
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