Overview
Main objectives of the post: To efficiently carry out clerical tasks within the Association’s Housing Services Department as agreed with the Housing Services Manager and/or Head of Housing Services.
In keeping with EVH grading guidelines, this post will:
* Involve routine office skills and activities
* Organisation of some of own workload under supervision
* Collating information for senior staff
* Provide information to customers
* Follow pre-defined policies and procedures
Accountability
The Clerical Assistant will be directly responsible to the Housing Services Manager and thereafter, the Head of Housing Services, Chief Executive and Management Committee. Day to day supervision will be from the Housing or Maintenance Officers or Assistants.
Duties
Reception
* Provide ad-hoc reception cover.
* Greet customers and direct them appropriately.
* Assisting customers directly with enquiries where possible.
* Use of reception IT and telephone systems.
* Process mail.
* Carry out assigned clerical duties.
Housing Services
* Keep accurate housing database records
* Report any IT problems to the supervising officer
* Administration of the housing list, including entering/updating application forms and carrying out reviews
* Keep filing systems accurate and tidy
* Give general housing advice and assistance to customers in relation to the housing list
* Administration of customer satisfaction databases for Housing Services functions
* Monitor office supplies for the section
* Monitor supplies of paperwork for relevant Housing Services functions
* Assist during busy periods with the sign up of new tenancies
* Assist customers where required to complete housing forms
* Accompany other housing services staff on visits as required
* Take rent payments
* Post rents to customer accounts and ensure associated information is in order and correctly stored
Housekeeping and Health & Safety
* Follow CHA Health and Safety policies and procedures in relation to role
* Participate in any required H&S training
Servicing of meetings
* On occasion, help set up meeting room and take notes at meetings
* Ensure meeting room returned to tidy operational function after any meeting
Training
* Actively look at training opportunities in relation to own role and agree attendance with supervisor or manager
* Attend relevant training
General
* Carry out any other relevant duties as directed by the Housing Services Manager, Head of Housing Services or Chief Executive. Any duties will be within EVH grading guidelines for this post.
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