Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Contract:

Part-Time, Permanent (15 hours over 3 days)

To assist in supporting Target Housing team to achieve the organisational objectives. Further to provide support to ensure the efficient functioning of the Hull and Asylum Services.

• Be a first point of contact to referring agencies & clients.
• Input client data onto Omni ledger.
• Liaise closely with external agencies.
• Arrange contractor access.
• Develop an approach to signposting individuals to other housing providers & develop a rapport & professional relationship with those providers.
• Ensure all correspondence is consistent and uniform, produced to a high professional standard and in-line with Supporting People quality framework.
• Follow equality of opportunity approach to managing accommodation waiting lists ensuring Fair Access Policy is followed.
• To attend the weekly team meeting.
• Complete spreadsheets for contractual requirements.
• Any other duties deemed as appropriate and agreed with Service Manager.

• Be first point of contact for the organisation with customer focus in mind. Respond to telephone queries & enquiries, take messages, update database accordingly and welcome, sign-in visitors.
• Create and development forms and databases as required in order to develop office systems & increase organisational efficiency.
• Record relevant information in database and produce reports from database as required.
• Assist with office duties as directed & day to day office functioning.
• Attend meetings & produce minutes of the meeting.
• Maintain office stock & process stationary order.
• Participate in implementing appropriate Quality Assurance Systems.
• Prepare evidence in readiness for any inspections and annual organisation self assessment.
• Attend relevant training and meetings as directed by Service Manager.
• Develop skills in Omni (internal database).
• Take responsibility to ensuring all electrical & technical equipment & components are fully functioning. i.e. photocopier, fax & telephones etc.
• Support the team in resolving IT issues/problems, liaise with external IT Support Service.
• Operate ring-around procedure for Target staff.
• First point of contact for phone calls.
• Meet and Greet Visitors/Tenants.
• Allocate incoming & sort outgoing mail.

• Familiar with the use of Word, Excel, Publisher, PowerPoint and database systems.
• Possess excellent communications skills both written & verbal.
• Hold knowledge of administration systems.
• Experience in office administration.
• Ability to liaise with diverse range of people.
• Ability to establish and maintain effective strategic relationships.
• Minute-taking experience.
• Ability to demonstrate a level of flexibility in order to respond to demands and timescales.
• Ability to work as part of a team to contribute to set objectives.
• Willingness to undertake further training and development as necessary.

• Customer Focus - Critical
• Planning and Organising - Critical
• Communication & Influencing - Critical
• Commitment and Drive - Very Important
• Analytical Thinking - Very Important
• Team Work - Very Important
• Integrity - Important
• Confidence and Judgment - Important
• Technical - Important