About Zetetick Housing
Zetetick Housing is a specialist supported housing charity providing homes for adults with learning disabilities and autistic adults across London and the South East.
We work closely with care providers, landlords and local authorities to provide safe, stable and well managed homes that promote dignity, independence and inclusion.
What We Offer
- 25 days annual leave plus bank holidays
- Pension scheme with employer contribution
- Access to an Employee Assistance Programme and health support scheme
- Support towards ongoing professional development
Job Purpose
To provide first-class customer service to both internal and external customers and to act as a key point of contact for all customer, partner and business enquiries.
To provide administrative support to Housing Officers and other members of the housing team, including diary coordination, general housing administration and taking meeting minutes.
To manage the Uckfield office environment, ensuring that it operates as a professional work-base for Zetetick colleagues and equipment.
To ensure that every contact counts and that each customer feels positive, informed and content about their Zetetick experience.
To ensure that compliance data and information is managed correctly and uploaded onto Zetetick’s internal housing management system.
Full JD below:
Key Responsibilities
1. To support all operational activities that fulfils the charity’s stated objectives.
2. To actively communicate and liaise with all service organisations in the provision of supported accommodation for our tenants.
3. To ensure all administration tasks, including the submission of requested forms in line with compliance and health and safety are completed in line with regulation and Zetetick guidelines before submission and/or upload.
4. To provide administrative support to the Housing Officers and other housing team members with diary updates, general housing admin and taking meeting minutes.
5. To liaise with families, appointees, and care or support staff to ensure that all relevant pre let information required for a successful tenancy and/or benefit claim is obtained, updated and recorded on Pyramid, Zetetick’s housing management system.
6. To acknowledge and respond to initial contact and queries from tenants, partners and other stakeholders in relation to housing management, compliance or health & safety, tenancy breaches or anti-social behaviour.
7. To input and update data on Zetetick’s housing management systems, including referral and/or tenancy changes and maintain accurate records relating to tenants, partners, contacts, suppliers, estate agents or other landlords, repairs or compliance data, utilities and white goods.
8. In conjunction with the finance department, to monitor tenants’ service charge and rent accounts identify any arrears and refer these for appropriate action in line with Zetetick’s procedures.
9. To introduce and maintain effective filing systems to ensure that all tenant and property information is current and accessible and data protection and GDPR are adhered to.
10. To ensure that adequate levels of office supplies and stationery are maintained.
11. Produce timely reports to help deliver improvements that positively impact tenant experience and voice.
12. To manage the timely ordering of Zetetick items such as office supplies, appliances and/or tenant furniture, ensuring it is delivered or installed within agreed time frames.
13. To coordinate annual PAT testing for appliances and equipment within the Uckfield office and agreed regional portfolio, ensuring that records are updated and stored on Pyramid.
14. To monitor repairs allocated to landlords, ensuring that they are carried out within our agreed timescales and escalated where relevant – ensuring all data is recorded on Pyramid, Zetetick’s housing management system.
15. To complete timely customer call backs to ensure that all Zetetick repairs are managed and completed to a high standard and where not, that the customers voice remains central to how and what we deliver.
16. To assist with the prompt collection of meter readings and dissemination of information on utilities to the finance team, utility companies and other relevant bodies.
17. To arrange appointments, manage diaries and complete admin duties as requested by the Housing Team.
18. To liaise with landlords/ managing agents to ensure that annual gas safety checks are carried out on time and recorded on Pyramid, Zetetick’s housing management system.
19. To work alongside Zetetick’ s housing management team and volunteers to ensure that all properties are fully compliant with H&S and compliance duties.
General Responsibilities
1. To portray and promote a positive image of our services and of the Tenants that we support.
2. To assist in developing operational systems that enhances the outcomes of services to our Tenants.
3. To be flexible and where necessary ‘hands-on’ in ensuring a quality housing support service is delivered to our tenants in a timely manner and in accordance with contractual agreements.
4. To recognise, record and report any safeguarding or welfare concerns promptly in accordance with Zetetick’s safeguarding procedures.
5. To promote equality, diversity and inclusion and treat tenants, colleagues and partners with dignity and respect.
6. To undertake any reasonable task as designated by the Head of Operations, that your skills and experience would indicate competency to complete such tasks.
Personal Development
1. To be committed to active participation in supervision and annual appraisals.
2. To proactively approach personal objectives to ensure both personal and organisational growth.
3. To help identify and participate in appropriate training and personal development that meets both personal and organisational objectives.
4. To keep abreast of new developments within the Housing, Benefits and learning disability sectors and proactively share information and learning with others.
Statutory and Corporate Compliance
1. To meet all legal statutory obligations that pertain to the role and as an employee in both respect to yourself and others.
2. To comply with all company policy and procedures.
Person Specification
Job Title: Housing Administrator
Essential
Desirable
Skills & Experience
· Strong knowledge and experience of managing and storing large amounts of data and admin in line with regulation and GDPR requirements
· Work based knowledge of basic housing and/or building/property compliance protocols
· Working understanding of the General Benefits/DWP System
· Working understanding of Registered or Charity focused Housing organisations
· Experience of Learning Disability environment/needs
· Excellent communication skills (oral & written)
· Demonstrable experience of maintaining effective and accurate office systems and procedures
· Strong numeracy skills and ability to think logically
· Demonstrable experience of setting up and managing office/work spaces in professional environment
· Demonstrable experience of setting-up new admin systems
· Previous work-based experience of delivering or working in a customer centred environment.
Qualifications & Knowledge
· Educated to GCSE level or equivalent
· Demonstrable experience of managing a range of Microsoft Office Packages
· Able to travel to Zetetick properties and other work locations as required. A driving licence and access to a vehicle may be required where journeys cannot reasonably be completed by public transport.
General
· Able to work proactively, organise competing priorities and complete tasks accurately with limited supervision.
To work as part of a team, supporting colleagues and contributing flexibly to assist with fluctuating workloads and delivery to deadlines.
Pay: £29,000.00-£30,000.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
Experience:
- Database administration: 2 years (preferred)
- housing administration: 1 year (preferred)
Work Location: In person
