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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