Job Purpose
This job description is generic and applies to all administration roles.
· Safeguarding the client always
· Managing office equipment and supplies
· Booking meetings, events and travel arrangements
· Ensure each compliance document is uploaded correctly and in a timely manner
· Responding to all emails promptly
· Liaising with Landlords and external agencies
· Keeping financial records of property invoices
· Ensure that health and safety requirements are always met within the property
· Carrying a good telephone manner
· Supporting tenants with making a housing benefit claim
· Recording all records of maintenance and liaising with the correct professional in order to resolve any issues
· Ensuring PACE documents are correctly filed and up to date
To work flexibly in a team that provides a 24 hour 7 days a week service to residents.
This role requires the post holder to liaise with a wide variety of agencies, both statutory and voluntary in order to enrich the lives of residents by meeting their needs, however complex.
2. Organizational Position
Reporting to Operations Manager
3. Key tasks, duties and accountabilities
Ensuring all health and safety measures are met.
Advise, educate and assist residents with enquirers about rent payments, service charges and support charges.
Advise and assist with claims for housing and other benefits available to vulnerable homeless adults.
Ensure that all compliance is kept up to date
Establish and maintain links with the local community, be aware of the resources available to residents within the community and encourage residents to make the property into a neighborly and mutually supportive accommodation.
Collect service charge where necessary. Maintain accurate records of all income collected and ensure all money is kept in a secure place.
Report repairs and required housing improvements to the organisation and provide accurate feedback to residents
Immediately notify Project Manager of any major incidents e.g. fire, criminal activity, breakdown of alarm, heating, loss of electric/gas supply etc.
Ensure that fire and other equipment is regularly serviced, tested and complies with Health and Safety requirements.
Complete any required risk assessments and hazard reporting in line with Health and Safety policy and procedures.
Immediately notify Project Manager of any accidents and record appropriately as instructed.
Admin duties
· Safeguarding the client always
· Managing office equipment and supplies
· Booking meetings, events and travel arrangements
· Ensure each compliance document is uploaded correctly and in a timely manner
· Responding to all emails promptly
· Liaising with Landlords and external agencies
· Keeping financial records of property invoices
· Ensure that health and safety requirements are always met within the property
· Carrying a good telephone manner
· Supporting tenants with making a housing benefit claim
· Recording all records of maintenance and liaising with the correct professional in order to resolve any issues
· Ensuring PACE documents are correctly filed and up to date
To be aware of any safeguarding concerns and to report, where appropriate, any safeguarding issues to the relevant Safeguarding teams and Project Manager. Attend safeguarding meetings, monitor and review where necessary.
Liaise with the councils, housing associations and support workers in line with GDPR regulations.
Promote, support and if necessary, organise communal activities with residents, to include health and well being and education events.
Attend and participate in supervision sessions and team meetings. Be an active team member.
Ensure all information systems are updated and accurate, reflecting clearly all information or agreed action.
Ensure that residents understand their license, their rights and obligations and report any breaches to the Project Manager.
Understand HB and DWP payments and processes and liaise appropriately with the relevant departments.
Develop and adhere to the company’s commitment to Equal Opportunities and promote non-discriminatory practices in all aspects of work.
Ensure our properties are well presented and maintained.
To keep up to date with changes to relevant legislation and changes to housing or benefit systems.
Work and liaise with the Project Manager and Housing Manager daily.
General
To work within the policies, procedures, processes and guidance included in the Staff Handbook.
Provide information, guidance and advice as appropriate.
Prepare, complete and review support plans and risk assessments, carry out any follow up actions and monitor outcomes for each resident.
Work effectively as part of a team to provide cover in the absence of other staff as required.
Work within the guidelines included in the professional boundaries procedure and ensure the highest standards of confidentiality relating to individual residents are maintained.
Utilise the information technology available including, Outlook and Microsoft applications.
Contribute to development work and projects that meet the needs of supported housing residents, adopt specialisms on behalf of the team and contribute to the review of procedures and processes.
To attend any training that is required of you
Perform any other reasonable duties compatible with the nature of the post as determined by Managers within the service area.
4. Governance and corporate responsibilities
Undertake any additional responsibilities as directed by the line manager commensurate with the level and grading for the role
Adhere to the Company’s policies, rules and procedures including, Health and Safety, Equal Opportunities, all other legislative responsibilities, governance, financial and procedural rules.
Ensure compliance to the organizations Code of Conduct in the delivery and provision of services to staff and the community
Pay: £24,420.00-£26,437.00 per year
Benefits:
Work Location: In person
