HORIZON HOUSING ASSOCIATION LIMITED

JOB DESCRIPTION

JOB TITLE: /

Trainee Administration Assistant

ACCOUNTABLE TO: / Care and Repair Co-ordinator
DEPARTMENT: / Care and Repair North Lanarkshire

OVERALL AIM OF THE JOB:

The Trainee Administration Assistant post within Care & Repair North Lanarkshire has been established to provide an individual with the opportunity to learn the basic skills and experience required of a successful Trainee Administration Assistant. The assistant will have responsibility for assisting in the provision of core administrative duties to colleagues and customers.

The Trainee Administration Assistant is responsible for providing administrative support to the Co-ordinator in order to enable the post holder to meet the objectives of the Care and Repair Service.

MAIN DUTIES OF THE POST

1. /

ADMINISTRATION

1.1.
1.2. / For general telephone enquiries, provide information on the Care & Repair service and take/forward messages
Process and distribute incoming/outgoing mail
1.3. / Gain knowledge and experience of using Microsoft Office packages
1.4. / Assist with scheduling and preparation of meetings
1.5. / Assist with photocopying and filing tasks as required
2. / DELIVERY OF THE SERVICE
2.1.
2.2.
2.3.
2.4.
2.5.
3. / Assist the Care & Repair Co-ordinator and Volunteer Project Worker in delivering the service
Provide general advice and information to clients
Accurate input of data to the ACT database
Communicate written and oral information accurately and efficiently
Assist colleagues with daily operational tasks
General Duties
3.1.
3.2. / Comply with organisation’s Policies and Procedures
Adhere to relevant Health & Safety legislation requirements

ACCOUNTABILITY

The Trainee Administration Assistant will be accountable to the Care and Repair Co-ordinator.

Horizon Housing Association is part of the Link Group.

COMPETENCY MANAGEMENT FRAMEWORK
/
(ALL ESSENTIAL)
ASSESSED AT INTERVIEW
COMMUNICATION
Communicates ideas and information effectively, both verbally and in writing, ensuring messages are clear and understandable. Shares information openly and encourages a two way dialogue. Use appropriate language and style that is both relevant to the situation and to the people being addressed.
CUSTOMER CENTRED APPROACH
Puts the person at the heart of the service and is able to understand both internal and external customers and service users’ needs. Recognises that customers and service users are unique. Takes personal responsibility for securing the satisfaction and well being of customers and service users. Shows perseverance and innovation in resolving problems. Encourages and maintains open, positive relationships with a wide range of people. Listens and communicates assertively to ensure mutual understanding.
INNOVATION
Constantly strives to evaluate, question and improve how things are done. Views improvement as a continuous process. Creatively explores and applies innovative approaches to improve the quality and delivery of services.
WORKING TOGETHER
Willingness to participate and contribute effectively to the team effort. Will put own interests aside when appropriate to meet the needs of the team.
PERSONAL EFFECTIVENESS
Takes personal responsibility for making things happen and achieving results. Presents ideas clearly and persuasively. Willing to take responsibility in challenging circumstances or when things go wrong. The ability to recognise and control own emotions and to respond to situations objectively, even when under pressure. The self-confidence and flexibility to adapt own response to suit the needs of the situation or to respond flexibly depending on the other persons approach.
PROBLEM SOLVING AND REASONING
The ability to identify and resolve problems by gathering and analysing information from a range of sources, and make informed and effective decisions. Draws appropriate conclusions and considers the consequences of these decisions. Willingness to participate and contribute effectively to the team effort. Will put own interests aside when appropriate to meet the needs of the team.
INFORMATION SYSTEMS
A functional understanding of Link’s core information communication technology – including Microsoft Office, File Stream systems and department I.T systems. Ability to access and use personal computer software for effective communication and the management of information. Has a basic knowledge of PCs, including keyboard skills and will take active steps to update personal computer literacy skills and to support others when required.

TERMS AND CONDITIONS OF EMPLOYMENT - COMMUNITY JOBS SCOTLAND

Eligibility:

Community Jobs Scotland vacancies are only open to 16 - 24 year olds. Eligibility for the scheme is strictly controlled so you must speak to your Job Centre plus advisor or skills Development Scotland advisor to check your eligibility to apply.

Hours:

25 hours per week, normally worked Monday to Friday, however, depending on the job a degree of flexibility may be required to meet the needs of the business.

Salary:

Salary will be based on National Minimum Wage dependant on age as follows:

Workers above school leaving age but under 18 years old is currently £3.87

18 - 20 year olds is currently £5.30

Workers aged 21 and over currently £6.70

Salaries are paid on the last Friday of each month.

Annual Leave:

Annual leave is equal to 40 days per year, pro rata (including 10 public holidays).

Pension:

Membership of the Group Personal Pension Scheme is voluntary and on completion of a 3-month employment period. Link provides a contribution-free Life Insurance Benefit that is equal to four times the annual salary.

Travel:

Authorised out of pocket travel expenses are reimbursed. Business car miles rate is currently 45p per mile. Authorised passenger rate is currently 5p per mile.

Probationary Period:

All new employees are required to complete at least a 3 month probationary period.

Support and Supervision:

All staff will participate in our Performance Management System, which includes at least four formal Review Meetings with your line manager per year.

Health & Safety:

Link Group/Horizon promotes a healthy working environment and achieves this aim by supporting an active, staff-led Health and Safety Committee.

Smoking

All Link group offices operate a NO SMOKING POLICY. Dependant on your role, you may have to work with people who use our services where there could be an exposure to passive smoking.

Community Benefit Societies Act 2014, Registered Number: 1827 R(S), Registered Office: Leving House, Fairbairn Place, Livingston, EH54 6TN. It is a Charity registered in Scotland, Charity Number: SC011534; a Registered Social Landlord with the Scottish Housing Regulator, Registration Number: HAL 128; and registered as a Property Factor Id: PF000385. Part of the (c) Link group 2015.