Administrator (Hull and Grimsby)

Contract: Part-Time, Permanent (15 hours over 3 days)

To assist in supporting Target Housing team to achieve the organisational objectives. Further to provide support to ensure the efficient functioning of the Hull and Asylum Services.

Main Duties:

• Be a first point of contact to referring agencies & clients.


• Input client data onto Omni ledger
  


• Liaise closely with external agencies.
  


• Arrange contractor access
  


• Develop an approach to signposting individuals to other housing providers & develop a rapport & professional relationship with those providers.
  


• Ensure all correspondence is consistent and uniform, produced to a high professional standard and in-line with Supporting People quality framework.
  


• Follow equality of opportunity approach to managing accommodation waiting lists ensuring Fair Access Policy is followed.
  


• To attend the weekly team meeting
  


• Complete spreadsheets  for contractual requirements
  


• Any other duties deemed as appropriate and agreed with Service Manager

General Duties:

• Be first point of contact for the organisation with customer focus in mind.  Respond to telephone queries & enquiries, take messages, update database accordingly and welcome, sign-in visitors


• Create and development forms and databases as required in order to develop office systems & increase organisational efficiency


• Record relevant information in database and produce reports from database as required


• Assist with office duties as directed & day to day office functioning


• Attend meetings & produce minutes of the meeting


• Maintain office stock & process stationary order


• Participate in implementing appropriate Quality Assurance Systems


• Prepare evidence in readiness for any inspections and annual organisation self assessment.


• Attend relevant training and meetings as directed by Service Manager


• Develop skills in Omni (internal database)


• Take responsibility to ensuring all electrical & technical equipment & components are fully functioning. i.e. photocopier, fax & telephones etc


• Support the team in resolving IT issues/problems, liaise with external IT Support Service


• Operate ring-around procedure for Target staff

• First point of contact for phone calls


• Meet and Greet Visitors/Tenants


• Allocate incoming & sort outgoing mail

Person Specifications

• Familiar with the use of Word, Excel, Publisher, PowerPoint and database systems


• Possess excellent communications skills both written & verbal


• Hold knowledge of administration systems


• Experience in office administration


• Ability to liaise with diverse range of people


• Ability to establish and maintain effective strategic relationships


• Minute-taking experience


• Ability to demonstrate a level of flexibility in order to respond to demands and timescales


• Ability to work as part of a team to contribute to set objectives


• Willingness to undertake further training and development as necessary

Competencies

Customer Focus - Critical

Planning and Organising - Critical

Communication & Influencing - Critical

Commitment and Drive - Very Important

Analytical Thinking - Very Important

Team Work - Very Important

Integrity - Important

Confidence and Judgment - Important

Technical - Important