Post Title / Administrative Assistant
Line Manager / Emelda Nwankiti
Location / Chalk Farm Road/Suttons Wharf South offices
Department/Team / Facilities
Grade / Band
Budgetary Responsibility / Tom Montgomery
Version Control / Version: xx Date: August 2015
Job Purpose and Background
To provide administrative support to the Facilities Department while providing a professional and reliable service to all customers within and across One Housing.
Principle Outputs & Responsibilities
- Assist in providing administrative services to the FM team at all offices including coding invoices using the PIP system
- Supply and replace mobile phones
- Report on BT Telephone spends/trends
- Perform switchboard cover when required
- Carry out workstation assessments when requested
- Scanning documents to Facilities Drives
- Provide a professional service to internal and external customers/contractors
Essential Knowledge, Skills and Experience
- GCSE educated and possess relevant skills and working knowledge of Microsoft Word, Excel and Outlook with experience in Mail Merges and Excel spread sheets
- Knowledge of the Housing Sector and One Housing Group’s activities.
- Awareness and commitment to providing a customer focused service
- Build and maintain effective links with all customers
- Health and Safety awareness
- Ability to work as part of a team and on own initiative
- .
Desirable Knowledge, Skills and Experience
- Ability to touch type to 50wpm
- Experience in working on Excel spread sheets
Professional Qualifications and Membership
- None
Decision Making Accountability
- None
Other Duties
- Ensure that responsibilities for Health and Safety are properly understood and discharged as defined in One Housing Group’s Health & Safety Policy and that Health & Safety concerns are promptly and clearly communicated to the appropriate people.
- Comply fully with One Housing Groups policies and procures including the standing orders and financial regulations.
- Comply with the Equal Opportunities and Diversity Policy
- Comply with the data protection act (all employees will not disclose or make use of for their private advantage any information held on record which is not available to the public)
- To carry out any other reasonable duties as required
Behaviours Framework
Collaboration / Working within the Facilities team and sharing knowledge and resources to provide an excellent service to the staff - our customers.
Engagement / Engaging with the staff to provide this service and responding positively to requests made to the department.
Excellence / Must demonstrate an ability to perform to the highest degrees possible in providing an excellent service and continually maintain standards of excellence.
Respect / Respecting firstly, all the Facilities team members and of course the organisation as a whole and realise that respect is an important part of providing an effective Facilities service.
Ambition / Thinking of innovative ways to solve problems and come up with fresh ideas and solutions that will ensure the Facilities department runs smoothly. This can be in efficiency and cost saving which is an essential part of the Facilities function or in other areas that save time.
Progression Pathway
Develop skills in Microsoft Excel and Word to Intermediate or Advanced level would benefit the post holder and ensure that the job role is performed at an optimum level. A qualification in these areas would be highly beneficial.
Collaboration / Engagement / Excellence / Respect / Ambition