Administrative Assistant

Post

Title:

Administrative Assistant

Salary (pro rata): £12.60 an hour

Hours and Contract Type: 37 Hours, full time, fixed term for up to six months

Responsible to: Head of Housing

Department: Housing Support

Location: Lampeter

We welcome applicants from all backgrounds and communities and in particular, those that are currently under represented in our workforce.

All criteria are Essential unless indicated otherwise.

Reports to: Head of Housing and Support

Overall

Job Purpose:

To provide reliable and efficient administrative support to the Communities team, ensuring the accurate review, handling, scanning, upload and record within secure management of confidential housing documents. The postholder will play a key role in maintaining well‑organised digital and physical records, supporting compliance with data protection and regulatory standards.

• Tidy up existing paper and digital folders/files that may need re‑arranging.
• Look through the existing documents in the house file and keep documents as detailed below (Under ‘Current tenant’ and ‘Former tenant’ document).
• Scan and digitise housing and tenancy‑related documentation, ensuring high‑quality image capture.
• Appropriately name, label, and save digital files to the MIS electronic system.
• File digital documents securely and in accordance with retention schedules and confidentiality requirements.
• Maintain orderly filing systems and assist with archiving or disposing of documents according to agreed procedures.
• Handle sensitive and confidential information with discretion, maintaining compliance with GDPR and internal policies.
• Contribute to ongoing improvements in document handling and administrative processes.
• Provide general administrative support to the team as required, including photocopying, data entry, and document preparation.

• Occupancy agreements (permanently)
• Variations to tenancy (permanently)
• Consents/permissions for alterations and pets (permanently)
• Assignments (permanently)
• Authority to disclose information (permanently)
• New Tenant Handover sheet (permanently)
• Application for accommodation (if within 6 years of offer being accepted)
• Rent registration (permanently)
• Fair rent documentation (6 years)
• New tenancy handover sheet (indefinitely)
• Right to Buy enquiries and information (indefinitely)

• Occupancy agreements (permanently)
• Details relating to their leaving (permanently June 2025 (BML))
• Scan the documents from the paper file (keeping the documents as listed above, name appropriately and put into the correct file (under ‘Cynnal’ or ’Tenancy’)).
• If there are confidential items that require retention – a confidential house file is to be created and documents stored within it.

ASB is now managed in a separate ASB module on MIS. For historic cases please saved to a ‘confidential file’.

This job description is not intended to be an exhaustive list and in view of changing demands, legislation, and regulations, the duties may be reviewed and revised as deemed reasonable and appropriate.

This person specification details the experience and skills for the position of Administrative Assistant  skills and experience are essential except where explicitly indicated to be desirable (D).

• Proven experience in an administrative or clerical role.
• High attention to detail and strong organisational skills.
• Ability to work with confidential and sensitive information responsibly.
• Proficiency with document scanning and Microsoft Office applications (Word, Outlook, etc.).
• Understanding of basic data protection principles and confidentiality.
• Ability to manage time effectively and prioritise tasks.

• Experience working within housing, local government, or a not-for-profit environment.
• Familiarity with electronic document management systems (EDMS).