Vacancy: Contract Support Assistant (18.5hrs)
Closing date: Sunday 30 August
Shortlisting: Wednesday 2 September
Proposed Interview date: Monday 7 + Tuesday 8 September
Salary: £27,456 pro rata
About the vacancy:
We're looking for two organised and customer-focused individuals to join us as Contract Support Assistants in a job share arrangement
Supporting the Asset Delivery Team, you'll play a key role in delivering planned maintenance, energy efficiency and investment projects by providing administrative support, coordinating resident communications, managing project records, processing financial information, and helping to ensure projects are delivered efficiently and to a high standard.
This is an excellent opportunity for someone with strong administration, communication and organisational skills who enjoys working with a variety of stakeholders and making a positive difference for residents and communities.
The job share arrangement will provide cover across Monday to Friday. Both postholders will be expected to work together during agreed overlap periods each week, including regular office-based time, to support effective handovers, joint planning, resident engagement, funding activity, team working and service continuity.
Working patterns may be agreed flexibly in line with Hedyn's Smart Working approach, including school-hours working where compatible with service needs.
For an example rota please view the attached recruitment pack.
When submitting your application, please indicate in your supporting statement if you prefer a particular job share pattern.
Specifically, in the role you will:
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Provide administrative support to provide efficient financial support in delivering Hedyn’s Investment programme of planned programmes, void works, regeneration, referrals for physical adaptations and bespoke works within the Asset Investment.
- Undertake communication such as making and receiving telephone calls, dealing with incoming and outgoing mail and completing forms and other documents as required
- Updating electronic diaries and making appointments, bookings, and other arrangements
- Providing information to customers and suppliers as required and recoding queries and other requests for information and processing them accordingly, in a timely manner.
- Taking notes of meetings and providing in an agreed format
- Raise and update works orders / jobs on the appropriate system.
- Coordinate the updating and extracting information from databases and other data storage systems in an organised and systematic manner.
- Update the project directory/contracts register database to ensure financial forecast information on project delivery is as accurate as possible and provides reports to enable. Ensure that Contract insurances and other statutory contract compliance documents are in date and correct.
- Process invoices for payment ensuring correct coding structure is applied. Monitor purchase orders raised ensuring the correct coding structure has been applied and identify.
- Assist with and attend consultation events and meetings as necessary.
- Assist the Funding Lead Team Leader and Contract Officers with the administration and coordination of funding activities and funding opportunities, including the collection, maintenance and sharing of information, records, evidence and supporting documentation as required.
- Assist with resident engagement activities linked to investment, sustainability and energy efficiency programmes, including contacting and, where appropriate, visiting residents to gather feedback, capture outcomes and support the collection of information demonstrating the benefits of completed works.
- Assist in the preparation and development of resident case studies, good news stories and promotional materials that highlight the achievements of the Asset Delivery Team and the positive outcomes delivered for residents and communities.
- Assist with the collection and organisation of photographs, resident testimonials, project information and performance data to support funding submissions, reporting requirements, internal communications and external publicity.
- Attend conferences, exhibitions, resident events, supplier events and other stakeholder engagement activities as required, supporting the promotion of the Asset Delivery Team's work and helping to gather information, share learning and identify best practice and funding opportunities.
- providing the relevant information and assisting with resident's queries.
- You will respond to and resolve resident enquiries received at first point-of-contact.
- You will collect and record resident data, referring or signposting vulnerable customers for support as required.
- Perform any other duties as directed by your Line Manager in furtherance of the organization and individual objectives and policies.
- Effectively communicate with residents, private occupants and leaseholders ensuring all complaints and queries are dealt with in accordance with Hedyn policy.
- To always work in a safe and appropriate manner to meet the duties and responsibilities within the Health and Safety policies and procedures of the association.
(Please refer to the attached role profile for more information.)
Application Process:
We require an application form to be completed for every role.
We do not require recruitment agency support at this time – all speculative CV’s will be treated as a direct application.
Your Hedyn, our comprehensive benefits package:
We believe Hedyn is a great place to work and it’s important to us that our people feel the same way.
As well as offering varied and fulfilling careers, we want every colleague to feel appreciated. That means having the best possible benefits package, the flexibility to maintain a great work-life balance and the opportunity to achieve your full potential.
Enhanced Pension Scheme:
We offer an attractive pension scheme with generous employer contributions.
Enhanced Annual Leave:
You’ll start on 25 days annual leave (+ Bank Holidays) which would increase to 30 days following 3 years’ service.
Agile Working Policy (dependent on role):
Hedyn work with the philosophy that ‘work is something you do rather than somewhere you go.’
Health and Wellbeing:
We have many health and wellbeing policies and initiatives such as Cycle to Work and Enhanced Maternity/Paternity/Adoption.
Development:
We offer many professional and personal development options such as paying for professional membership, sponsored study opportunities and career progression and development.
We want you to be at your very best. Please feel free to let us know of any changes we can make at any point in the recruitment process that will help support your application.
If you are looking for your next career challenge, seeking responsibility, and are passionate about delivering the best possible service, we'd love to hear from you.
