Report To:Development Manager (Also Supporting the New Business Initiatives Manager)

JOB DESCRIPTION

Job Title:DevelopmentAdministrator

Team:Development

Report to:Development Manager (also supporting the New Business Initiatives Manager)

Hours:35 hours/week

Purpose of the job

The DevelopmentAdministrator is expected to assist the Group and the Development Department to achieve the Corporate and Departmental objectives and business plan targets by providing a high quality administrative service to ensure the smooth running of the department.

The role will provide administrative support to the Development team consisting of the Property Director, Development Manager, New Business Initiatives Manager, 3 x Development Surveyors and an Adaptations Officer.

The role requires an individual with exceptional organisational skills, excellent people skills and with a good working knowledge and understanding of basic accounting principles and cashflow methodologies.

A large part of the role will be to provide a link between the Development and Finance teams particularly with regard to cashflow matters so a keen eye for financial detail is essential. In addition, this post will manage day to day matters on our commercial leases so excellent people skills are a must in dealing with tenants, contractors and key stakeholders alike.

Duties

Core Administrative Duties

To act as a central point of contact for the Development team and promote good working relations within the department.
To deal with telephone, post and e-mail enquiries as required.
To manage the diaries of the team and to organise meetings, notify attendees and book rooms and refreshments as required.
To manage, stamp and distribute any post received.
Typing of any correspondence, minutes, policies, procedures and reports as may be required.
To ensure that filing and other information retrieval systems are kept up to date.
To manage the Approved List of Contractors and Consultants in conjunction with the Development Manager.
To assist the Development function in arranging and attending any consultation events, road shows, tenant festivals & stakeholder events.

Departmental Administrative Duties

To draw up and distribute Development team monthly agendas in conjunction with the Development Manager/New Business Initiatives Manager.
To chase reports, collate documentation, copy, bind and distribute agendas and supporting information in accordance with agreed deadlines.
To minute all meetings (including meetings outside of normal working hours as may be required), produce draft minutes for review and to circulate final minutes.
To assist in the preparation of Board papers as may be requested by the members of the Development team.
To assist the Development team in collating the information required for annual returns to the regulators.
To administer the complaints procedure where and if applicable on any Development or Physical Adaptation Grant matter.
To assist the process of internal audit by preparing for audits and co-operating with the auditors as and when required.
To manage and update the DEV1 files for all ongoing schemes and to assist the Finance team on any additional information required in securing new loan facilities.
To work with the Development Surveyors in compiling a suite of handover documents for other departments at the point of scheme completion so that Customer Services, Maintenance, Finance and Housing have all necessary documentation for future management,including Defects, at the point of scheme completion.
To distribute and collate any customer satisfaction surveys on completed schemes as may be required.
To assist with any open days, Councillor/AM/Ministerial visits or planning consultation events as may be required.

Financial Duties

To gain and keep up to date a basic knowledge of the regulations and procedures regarding cashflows and other basic accounting principles.

To be responsible for managing and updating the monthly cashflow updates and in working with the Finance team on ensuring accurate BRIXX modelling for the Association.
To process and code invoices for signing by the Development team.
To establish and maintain accurate records for all invoices processed in conjunction with the Development team.
To set up new suppliers and to request cheques or payments in conjunction with the Development team.

Physical Adaptation Grant (PAG) Duties

To work with the Adaptations Officer in issuing tenders, selecting contractors and finalising costs and length of time of works.
To work with the Adaptations Officer in chasing works or appointments with tenants as may be required.
Assist the Adaptations Officer to distribute and collate any customer satisfaction surveys as may be required.

Commercial Leases

To work with the Development Manager on developing a summary note of each commercial lease together with key dates and triggers that may need to be addressed such as rent review, inspections, fire safety strategy, etc.
To manage the enquiries for each commercial tenant/lease.
Working with the Development Manager, to ensure that any notices are served promptly or any inspections arranged.
Work with the Finance Team in order to ensure that any information regarding tenancy renewals or new tenancies are properly recorded on the relevant database and that any rents due are collected whether through direct debits, standing orders or invoices.

Information Systems

To work with the Development team in ensuring that the server and electronic files are kept up to date and that information on ongoing schemes is saved and retained in accordance with the preferred template.
To update and monitor Development databases such as the Development Terrier spreadsheet and Completion schedule.
To assist the Development team in ensuring that the corporate intranet pages are kept up to date.
To set up new properties on the Orchard database at the relevant time and to ensure accurate data recording on this database.

General

To ensure that all documents relating to your duties are accurately and promptly filed
To prepare procedures and detailed instructions relating to your work and ensure that they are kept up to date

Undertake all duties with due regard to the Group’s Equal Opportunities, Health and Safety, Confidentiality and Data Protection policies and to ensure that these are complied with
Attend staff meetings and group briefings when required, and to positively contribute to the collective strength of the department and Group as a whole.
Undertake training to keep up to date with your job and its changing requirements
Attend appraisals on a regular basis
To be proactive in the implementation of the Group’s Risk Management Policy
Be courteous and professional at all times.
Assist in the retention of best practise “badges” such as Investors in People through professional behaviour and best practise at all times.
To ensure that all activities undertaken are carried out to the highest standards of integrity and professionalism in accordance with the Group’s policies and procedures.

Review of this Job Description:

This Job Description sets out the main duties of the post at the date when it was drawn up. The content of this Job Description will be reviewed from time to time without changing the general character of the post or the level of responsibility entailed, in addition the post holder is expected to carry out other reasonable duties as requested by the Development Manager.

Signed: ______Date______

(Employee)

Signed: ______Date______

(Line Manager)

Job Description – Development Administrator – June 2016

PERSON SPECIFICATION – DEVELOPMENT ADMINISTRATOR

QUALIFICATIONS / Essential / Desirable / How Tested
General education to GCSE standard to include English and Maths at grade C or above / X / Documents/Application Form
NVQ level 2 qualification or equivalent in finance, administrationor computing / X
EXPERIENCE
Experience of providing an excellent administrative service in a busy Department / X / Application Form/Interview
Experience of processing financial information / X
Experience in dealing with telephone enquires from a wide range of people both internal and external / X
Experience of achieving a high standard of work to strict deadlines / X
Experience of producing high quality documents letters, and reports, both narrative and numeric / X
Experience of working in a social housing or similar environment / X
Experience of taking minutes for various types of meeting / X
KNOWLEDGE
Computer literate with anexcellent working knowledge of Microsoft Office Applications, particularly Word and Excel. / X / Application Form/Interview/Test
A good working knowledge of Finance systems and procedures / X
A good working knowledge of administrative systems and procedures / X / Application Form/Interview
Knowledge and experience of computerised accounting software / X
SKILLS
Excellent keyboard skills / X / Application Form/ Test
Excellent numeric skills / X
Good organisational and multitasking skills / X / Application Form/ Interview
Application Form/Interview
Good verbal and written communication skills / X
Excellent interpersonal skills and communication skills. / X
Commitment to providing a high level of customer service both internally to colleagues and externally to customers, tenants, consultants, contractors and key stakeholders. / X
A good team member able to support and work effectively with people of different types and skill levels / X
Ability to work on own initiative with minimum supervision / X
Ability to prioritise workload to meet strict deadlines / X
Able to work to a high level of accuracy / X
Ability to deal with confidential issues effectively / X
Commitment to customer service and positively welcome opportunities to provide a good quality service / X
PERSONAL QUALITIES
Champions customer focus and demonstrates commitment in all activities / X / Interview
Displays a can-do attitude and takes ownership for meeting customer needs and resolving issues / X
Flexible and adapts positively to change / X
Positive attitude and self-motivated / X
Approachable and friendly / X
ADDITIONAL REQUIREMENTS
Commitment to Equal Opportunities / X / Interview
Willingness to learn and undertake training as required / X