JOB TITLE:Temporaryadministrative Assistant

JOB DESCRIPTION

JOB TITLE:TemporaryAdministrative Assistant

(Housing Management Department)

DURATION:Up to six months, subject to review

LOCATION:Based in Central Office, Ballymoney and will be required

to travel between different locations

SALARY SCALE:Points 9 – 14

RESPONSIBLE TO:The Housing Manager, with day to day supervision carried out by the Housing Officer

HOURS OF WORK:37 hours per week (occasional unsocial hours may be required). The normal start time will be 9am.

SUMMARY OF MAIN RESPONSIBILITIES:

The Administrative Assistantwill provide a comprehensive, professional, effective secretarial and administrative service to support the Housing Management Team, within the Housing and Development Directorate.

This is a temporary post.It will be based initially at our central office, 60 Eastermeade Gardens, Ballymoney, BT53 6BD. The AdministrationAssistant may be required to work at our other office(s).

The successful candidate will be expected to undertake a wide range of administrative duties, including typing, minute taking, diary and communications management, development and maintenance of electronic and non-electronic filing systems and data storage systems, keying data, raising purchase orders, preparing tenant sign-up packs, letters, reports, publications, agendas and

assisting in organising meetings and events.

SPECIFIC DUTIES OF THE POST

Stakeholders

To provide high levels of customer service to all stakeholders relating to housing management.

To provide efficient administration support for all key processes within the housing management department and maintain appropriate files for audit purposes.

To assist the Housing Management Team in housing allocations and general housing management, including generating waiting lists, preparing offer letters, keying data on Housing Management and Rent Accounting software and other databases and spread sheets, generating reports, general administration and filing.

To assist in the maintenance of records relating to offers and allocations of properties.

To assist the Housing Officers to monitor rent arrears, including generating letters to tenants.

To assist the Floating Support Teammaintain and key data regarding client outcomes.

To provide secretarial and administrative support to the Housing Manager and Director of Housing and Development.

To take minutes at operational meetings with joint management partners.

Provide general administrative assistance for general housing management, including house sales applications.

Provide administrative assistance regarding tenant involvement, consultation and participation in the housing management service by ensuring that all tenant information is maintained.

Taking details of complaints and referring them to the appropriate staff member.

To assist in any tenant participation events or initiatives.

Finance

Work according to agreed systems to ensure effective financial monitoring, control and regulation.

Assist the housing officers in effective rent arrears recovery via generation of reports, arrears letters and data input upon the rent accounting system.

Generate purchase orders.

Assist in the generation and updating of all other reports, spread sheets and databases relating to financial matters within the housing management department.

People

Attend supervisions and annual performance appraisals with the supervisor and where necessary the Housing Manager.

Participate in any internal and external personal development training/learning being provided.

Ensure effective liaison with other teams within the Directorate including housing development, maintenance and floating support.

Actively participate in team meetings and tenant participation initiatives.

Processes

Assist in the the effective delivery of a quality service through the appropriate implementation of the housing management policies and procedures.

Comply with the requirements of the Data Protection, Equal Opportunities and Equality legislation including ensuring the implementation of the Association’s responsibilities under Section 75 of the Northern Ireland Act 1998 within areas of responsibility.

Provide all relevant information to the Housing Officers, Senior Housing Officer and Housing Manager to facilitate the preparation of reports and other documentation and publications as required.

Implement and maintain effective internal and external communication systems including the confidentiality of sensitive information.

Assisting the Housing Manager and Director of Housing and Development with the compilation of the annual DSD Return, Annual Reportand any benchmarking exercises.

Maintaining key document files and other required records for both internal and external audit purposes.

Contributing to the effective delivery of a quality service through the development, review and proper implementation of housing management policies and procedures to ensure compliance with regulation and best practice.

To comply with the requirements of the Data Protection, Equal Opportunities and Equality legislation including ensuring the implementation of the Association’s responsibilities under Section 75 of the Northern Ireland Act 1998 within areas of responsibility.

Assist in the Provisionall relevant information to thehousing officer and senior housing to facilitate the preparation of quarterly reports to the Director of Housing & Development.

Represent the Association’s public and professional profile appropriate to its mission, values and strategies ensuring that these are incorporated into all work activity.

Implement and maintain effective internal and external communication systems including the confidentiality of sensitive information.

Actively participate and implement continuous business improvement within the housing management function.

Facilitate internal and external auditors and ensure that any recommendations for improvement are implemented.

Operate within budget allocations and provide input into how budget can be effectively allocated within area of work.

Promote good customer care for the protection and well-being of all service users in areas of responsibility.

Ensure that core values of the organisation are incorporated into all work activities.

Ensure that all delegated responsibilities are carried out in accordance with the requirements of legislation and the Association’s Health and Safety Policy and Procedures.

Ensure that the Association fulfils all of its legislative and statutory obligations in all operational activity relative to these services.

General

A high degree of flexibility is required as the post-holder is may on occasions be required to work in the evenings or weekends to attend meetings, functions and conferences as required by the Housing Manager.

The post holder is expected to carry out any other duties that may be required within the areas of responsibility as directed by the Housing Manager or Floating Support Manager.

No job description can be considered complete and this job description will be subject to review and may be amended following consultation to reflect any changes that may occur and to meet the needs of the Association and its service users.

Triangle Housing Association is an Equal Opportunities Employer and all staff are required to adhere to Triangle’s Equal Opportunities Policy throughout the course of their employment.

All duties must be carried out in compliance with Triangle’s Health & Safety Policy and Statutory Regulations.

All staff are expected to treat those with whom they come into contact in a courteous and respectful manner.

Staff are expected to demonstrate their commitment to Triangle Housing Association by their regular attendance and efficient completion of all tasks allocated to them.

Temporary Administrative Assistant (Housing Management) June 2016 / MM