Administration Assistant

Job Category:
Sec / Admin

Location:

County Hall, Raikes Lane, Mold CH7 6NB
– Phase 3, Flintshire County Council

Hours Per Week: 37.00

Start Date:

Immediate start

Start Time: 09:00

End Time: 17:30

Salary: GO2 £ 12.18

Admin / business support to assist project lead with proposal

This is a large generic team their role as a whole is to provide administrative and clerical support to the gas service, capital works service and electrical services as well as providing general administrative support to housing asset management team and all other section of Housing Services based in County Offices Flint.

This role also processes right to buy applications and works closely with the insurance provider to process tenant’s insurance applications

• Prepare and collate all building work contracts and supporting documents between the Capital Works Team and Private Building Contractors for work to be carried out on the upgrade of all Council properties. These must be scrutinised rigorously, countersigned and forwarded to the Legal Directorate within strict deadlines. Regular contact with the Legal Directorate is required throughout the process to ensure all information is kept up to date;
  
  any delay in this can result in Finance withholding payments to the Building Contractors. As the designated main user of the Computerised Housing Database System within Capital Works the potholders have the responsibility of uploading the contracts on to the system for the rest of the Planned and Programmed module. The potholders are then responsible to manage, maintain and update these records at all times.

2 The post holders assist in the Councils duty to carry out the Annual Heating Service and Electrical Testing of all Council owned properties in compliance with Gas Safe Regulations and 17th Edition Electrical Regulations. The post holders create each monthly service schedule and send out letters to all tenants. Arranges appointments between the tenants and the engineers / electricians, maintains an appointment diary on the Housing Database System and manually.

Carry out the No Access Procedure in accordance with the Flintshire Gas / Electrical Procedure Manual, making sure that all letters and appointments are completed before the expiry date of the Landlord Safety Certificate or NICEIC Electrical Certificate. Closely liaise with the Housing Officer when access has been denied by the tenant and produces documentation for court proceedings if required.

The post holders are responsible for inputting the Electrical Installation Part P Warranties onto AMTECH software via the website in compliance Building Control Regulations. These are kept on file as required by law. Vital heating information must be inputted on to the Housing Database System correctly to ensure that the following year’s service cycle can be created, this information is also extracted by other departments so they can plan their renewal programmes.

3 The post holders are responsible for the collating and monitoring staff and operative’s sickness records by preparing and sending any relevant information to Human Resources e.g. Sickness and Self Certification Forms, Doctors Notes and Back to Work Interviews. The post holders create spreadsheets to monitor individual sickness records to be used by management for Occupational Health Referrals. At the beginning of each financial year the post holders are responsible for calculating Annual Leave, producing leave cards and keeping an up to date log of any leave or sickness taken throughout the year to maintain an audit trail.

Operatives leave or sickness must also be input on to each individual’s diary on the Housing Database System to aid the Repairs by Appointment System. It is the post holder’s responsibility to collate and input overtime hours on to a spreadsheet which is then uploaded onto the pay Timetrent system for payroll. Appraisals and courses attended are input onto the Training Database System to ensure that future training needs are met and that specialist trades qualifications are kept up to date.

4 The post holders are the main point of call for…