JD Admin Assistant 18 07 12 by TK1yo0V0

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									                 ST LEGER HOMES OF DONCASTER LTD

                            DIRECTORATE OF
                           PROPERTY SERVICES

                             JOB DESCRIPTION


     JOB TITLE: Administrative Assistant

     GRADE: Scale 2/3

     DIRECTORATE: Property Services

     SERVICE AREA: Technical Support Services

     RESPONSIBLE TO: Office Manager

     RESPONSIBLE FOR: This post has no supervisory responsibility


JOB PURPOSE:

To contribute to the delivery of an efficient and effective Technical Support service,
by providing administrative support, acting as first point of contact for service
users and assisting with the delivery of responsive repair/planned work.


KEY DUTIES AND RESPONSIBILITIES
 1   To assist the Office Manager to establish and maintain effective and efficient
     administrative systems and processes, making best use of ICT and Electronic
     Document Management.

 2    To ensure all records, databases and filing systems are maintained up to date
      and in good order, so that information is accurate, relevant and fit for purpose.

 3    To act as a first point of contact for internal and external customers, dealing
      with a range of enquiries and returning contact in a timely manner.

 4    To liaise with service users, support teams and other parties and to provide up
      to date information and progress reports as required.

 5    To collate and prepare performance information as requested by the Office
      Manager.

 6    To process invoices, payments, orders and other documentation to agreed
      procedures and deadlines ensuring correctness, accuracy and thorough
      record keeping and liaising with the Finance Team as required.

 7    To raise and complete orders for repairs and maintenance within the
      organisation’s computerised work scheduling system.

 8    To build and maintain excellent working relationships with colleagues,
      managers, and support teams to ensure the effectiveness of the Technical
      Support Services.

 9    To ensure sensitive personal data is stored securely, handled and were
      appropriate destroyed in accordance with the Data Protection and Document
      Retention Policies and to follow best practice principles in own areas of work.

 10   To work flexibly across the service providing administrative support to a range
      of activities, projects and programmes of work as required by the Head of
      Repairs and Maintenance.

 11   To demonstrate commitment to the Company’s equality and diversity policy by
      taking account of the needs of colleagues and service users, treating others with
      dignity and respect and reflecting fairness and equality in all aspects of the role.

 12   To reflect the Company’s commitment to excellent customer service by ensuring
      high standards of customer care are maintained in all aspects of the role.

 13   To contribute to the Company’s wider commitment to Value for Money and
      continuous improvement by making suggestions for efficiency savings and
      service improvements to the Office Manager.

 14   To work in safe manner taking account of own and other people’s health and
      wellbeing and acting in accordance with Health and Safety policy and
      procedures. To undertake recommended Health and Safety training as required
      and to raise any safety concerns with the Training and Development Co-
      ordinator.

 15   To take part in the annual appraisal process and undertake any training
      required.

 16 To undertake such other duties as are commensurate with the grade of the
    post, as may be reasonably required at the initial place of work or at other
    locations in the company.
OTHER DUTIES AND RESPONSIBILITIES

The post holder’s duties must be carried out in accordance with Policies and
Procedures of St Leger Homes of Doncaster Ltd including, but not limited to, Equal
Opportunities Policy, Information Security Policies, Financial Regulations and
Standing Orders, the Health and Safety at Work Act (1974) and other subsequent
health and safety legislation.

These duties and responsibilities should be regarded as neither exclusive nor
exhaustive as the post holder may be required to undertake other reasonably
determined duties and responsibilities within the company, commensurate with the
grading of the post, without changing the general character of the post.
POST TITLE: Administrative Assistant

  Requirements                         Essential                      Assessment                Desirable               Assessment
                                                                        method                                            method
Education and       Level 2 NVQ in Administration or 3               Application
Qualifications      GCSEs or an equivalent qualification.

Relevant            1 year’s experience in a customer service        Application       Experience of working within   Application
experience          role dealing with face to face and                                 a repairs and maintenance or
                    telephone enquiries from service users.                            construction environment.

                    1 year’s administrative experience gained        Application
                    in a busy office environment.

                    Experience of regularly prioritising and         Application
                    scheduling the work of others to meet
                    targets and deadlines

                    Experience of maintaining computerised           Application
                    and manual administrative systems.

                    Experience of using word processing,             Application
                    spreadsheet and database packages.

Skills and          Good verbal communication skills                 Application and
competencies        including ability to listen, ask questions,      interview
                    and answer enquiries clearly, concisely
                    and confidently.

                    Good written communication skills                Application
                    including the ability to produce clear,
                    concise and accurate business
                    communications.

                    Interpersonal skills including the ability to:   Interview
                     build effective working relationships
                     respond assertively to challenging
                        customers.
  Requirements                     Essential                     Assessment                Desirable        Assessment
                                                                   method                                     method
                 IT skills including the ability to input and   Application
                 retrieve data, word process documents
                 and learn to use a range of IT systems.


                 Ability to prioritise effectively, including   Application
                 handling competing priorities, to ensure
                 targets and deadlines are met.

                 Able to carry out calculations, check          Application
                 invoices and compile numerical data.

                 Evidence of a practical and effective          Application
                 approach to problem solving.

                 Demonstrates initiative and ability to work    Interview
                 independently when required.

                 Ability to respond positively to change        Application and
                                                                Interview

                 Ability to recognise stress in self and        Application and
                 adopt appropriate strategies for coping        Interview
                 with this.

                 Evidence of commitment to providing            Application and
                 excellent customer service                     Interview

                 Awareness of health and safety, equality       Application and
                 and diversity and value for money and          Interview
                 ability to apply this in a work setting.

Knowledge        An awareness of St Leger Homes and the         Application       An awareness of basic   Interview and/ or
                 services the organisation provides.                              domestic construction   test
   Requirements                        Essential                      Assessment               Desirable                Assessment
                                                                        method                                            method
                      An understanding of what makes excellent      Application and   An awareness of work order
                      customer care                                 Interview         management, work allocation    Application
                                                                                      and scheduling systems and
                                                                                      their application

Working               St Leger Homes has a no smoking policy.       Application and
arrangements                                                        Interview

                      Willing and able to work flexibly to the      Application and
                      meet the needs of the service including:      Interview.
                       providing office cover until 5pm on a
                         rota basis,
                       working outside of normal office hours.

                      Willing and able to travel to various sites   Application and
                      within the borough as required. For           Interview.
                      example to provide cover or attend
                      meetings.


Any offer of employment is conditional upon the following pre-employment checks being satisfied. Pre-employment checks
are carried out once a conditional offer of employment is made and do not form part of the selection process.
 Pre-employment checks                                                                 Method of verification
 Must be physically able to attend work regularly and carry out the duties of the Pre- employment Health Questionnaire.
   job as set out in the job. Including travel to various locations within the borough Discussion with the candidate where appropriate
   and some work outside of office hours. Reasonable adjustments will be made          for example to explore reasonable adjustments.
   for disabled candidates.
                                                                                       Pre-employment document checks
 Must be eligible to work in the UK.
 Safer-recruitment                                                              References
Candidates must provide the information required to complete the pre-employment checks within a reasonable time. If the
candidate does not do this or if the information provided is not satisfactory to St Leger Homes of Doncaster Ltd
the conditional offer of employment is withdrawn.

								
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