Role Summary
The role of our Regional Administrator will provide an efficient administration service to the Neighbourhood Team to ensure the business area is managed effectively and supported.
Salary: £27,900
Hours of work: 35
Contract: 1 year Fixed Term Contract
Probation Period: 6 month
Notice Period: 1 Month
Who are we?
We provide more than 13,000 homes across Kent, Sussex, Surrey and West Sussex. Over the years we have invested heavily in our homes and continue to do so as part of the Peabody Group. We promote hybrid working and have more than 300 employees based in various locations across our operating area.
Role Specific Responsibilities
Provide Administration Support.
Arranging meetings and taking minutes.
Using a range of software packages including Microsoft, CRM, GIS, Smart Doc.
Dealing with routine enquires; ensuring electronic file notes are completed and passed on to the relevant Housing Managers.
Dealing with a Dynamics CRM queue delivering services in relation to various Neighbourhood issues such as Pests, trees, gardening scheme, replacement keys, complaints about keys or private gardening services.
Data Inputting.
Raising of Purchase Orders on an IPOS system and supplying to the contractor as directed by the Neighbourhood Services Manager and Neighbourhood Housing Managers. Ensure all request for services are goods receipted on time.
Create purchase orders for service charges in relation to new properties.
Prepare paperwork, and log and receipting on the IPOS system for the passing of invoices for prompt payment and Coding of Invoices where appropriate.
Managing a key register and issuing/receiving keys from contractors to residents, staff, and others.
To take payment as appropriate from residents for additional keys and fobs.
To ensure that adequate supplies of keys and fobs are held.
To keep up to date a record of the keys held, codes for door entry, electric and other cupboards etc. Maintain up to date key & code register.
Maintain key request register from tenants; maintain a professional curious approach to ensure any safeguarding concerns are picked up.
Disrepair housing file request, SAR request and landlord requests are processed within allocated time frames. Other support from time to time - tenancy visit calls/ gas appointment calls.
Support HM & NHO through the Tenancy Audit process. Ensure changes to household composition is captured on Genero.
Ensure allocation of electronic request for services are opened and allocated onto CRM for action by the team. E.g. Tenancy change, Request for Pets, Privat Garden Scheme or other tenant service request.
Maintain up to date records of residents on the Private Garden Scheme. Process new requests onto the Private Gardening Scheme.
Any other administrative functions as required. To cover for the other Administrators on the team as required due to leave or absence.
Post: Ensure electronic and hard post is processed and made available to the necessary teams.
Periodically collating and running a range of Housing Management performance data and reports including monthly tenancy audit reports and reports as requested from the Dynamics CRM system.
Maintain, monitor, and update Housing Management data bases that may include Estate Inspections, Tenancy Audits, Starter Tenancies, Neighbourhood Planning, Tree works, Pest control and Environmental improvements.
Scanning and filing documentation for current and former tenants to a smart doc system.
Co-ordinate and analyse a range of satisfaction surveys.
Handle general enquiries from external clients, tenants, and members of the public.
Maintain a Gas capping spreadsheet of actions by the NHM and Liaise with Contract and compliance officers to ensure a full update of actions is held.
Produce Mail merge letters for the Neighbourhood Housing Managers and Estate Services Team Leader.
Facilitate the production of the Notices and documents for the Neighbourhood Housing managers.
Ensure stationery and documents are available for the Neighbourhood Housing Managers and Estate Contract Team.
Induction support for new staff members as required by the Neighbourhood Services Manager.
General
To adhere to the equal opportunities policy and to actively promote equality of opportunity wherever possible.
Recognise, respect and promote the different roles and diversity of the individuals within the business.
To actively contribute towards key performance indicators and professional standards.
Work in accordance with the General Data Protection Regulations (GDPR) and Data Protection Law and be responsible for the integrity of personal information you process. This may include identifying anomalies in data and investigating and correcting them where appropriate. Ensure you attend training on data protection regularly.
To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act (1974) and relevant EC directives.
To take responsibility for your own development and professionalism, ensuring that you keep up to date with new developments and continuously expand and build on your knowledge.
Attend and participate in training and other meetings and staff events as required.
Be an effective member of your team, presenting a positive impression of your section and the business.
This job description is a guide to the nature of the work required. It is not comprehensive and it is expected that other duties will be undertaken as this role develops and as may be reasonably expected.
This role may require the individual to travel to various sites across our housing stock and it is expected that an individual in this role has a full driving licence and access to a car with relevant business insurance.
About You
Education & Qualifications
Maths and English GCSEs or equivalent skills/experience.
Key Skills & Competencies
Working in a customer focused environment with demonstrable customer care skills.
Providing housing related advice and information.
Processing and recording information accurately and in a clear and concise way.
Ability to store and retrieve data on a computer and competent use of Microsoft Office.
Use of Touchpoint and SharePoint and specialist housing systems e.g. Genero.
Understanding and sensitivity to confidentiality and data protection.
Behaviours
Commitment to Customer Care - The desire to address the needs of customers in a way that shows commitment to excellent customer service.
Communication - Able to communicate effectively, clearly and sensitively, verbally and in writing with people having a broad range of roles and capabilities remembering to be Human and Kind at all times.
Analytical Skills and Business Awareness - Able to analyse information and data logically and reaches sound conclusions. Understand the business environment of TCH.
Relationship Management - The ability to interact and build productive relationships internally and externally.
Resilience - Demonstrates resilience in pressured and stressful situations.
Self-Management - The ability to organise and prioritise work, meet deadlines, work under pressure and handle a number of tasks simultaneously and accurately.
Personal commitment to TCH corporate values and objectives and culture of continuous service improvement.
Change - The flexibility to adapt to changing workload demands and new organisational challenges.
Why Choose Us
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Contributory pension scheme 4% to 10% matched contributions
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Hybrid working
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Free onsite car parking
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Life assurance of 4x annual salary (Terms and Conditions apply)
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30 days annual leave in addition to bank holidays
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Two volunteer days per year
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Employee assistance programme (24/7 telephone advice, information portal & face to face counselling sessions)
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Corporate eye care scheme providing free eye tests and free VDU glasses or contribution towards VDU glasses
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Extensive annual Staff Wellbeing programme
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Enhanced maternity, paternity, and shared parental leave provision
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Flexible annual benefits (for dental, healthcare, shopping vouchers, technology etc.)
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Annual flu vaccinations
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Access to an extensive range of corporate discounts on shopping, travel & days out
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Social events, including lunchtime walking, rounders, festive Fridays
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Travel loan
Our Values
Our culture is about the shared values, beliefs and behaviours that determine how we do things, then the ways and systems of working that help to get those things done.
Our new values, principles and behaviours will put customers at the heart and provide the foundation for the culture of the new organisation. Only by delivering a cohesive and customer-focused culture will we be able to achieve our purpose and priorites.
Equal Opportunities Statement
TCH is an equal opportunities employer committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, gender, gender reassignment, sexual orientation, pregnancy and maternity or paternity, race or ethnicity, religion or belief, marriage and civil partnership, or caring responsibilities.
We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join TCH.
We are recognised as a ‘Disability Confident Committed Employer’. As part of this commitment, individuals who disclose at application stage that they have a disability, will be invited to interview provided they demonstrate that they meet the minimum criteria for the vacancy. Candidates will be asked if they require any support or reasonable adjustments to enable them to fully participate in the recruitment process.
Applicants
Please complete our online application form by clicking the Apply button below. We reserve the right to bring the closing date forward, so we strongly encourage early applications.
Please note: As an employer, Town & Country Housing does not provide sponsorship as a licensed UK employer.
Key dates
Applications Close: Wednesday, 31 July 2024
Interview Date: Tuesday, 13 August 2024