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