Admin Support Assistant
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ROLE TITLE: ADMIN SUPPORT ASSISTANT GRADE: EVH GRADE 3 DATE: FEBRUARY 2024 REPORTING TO: BUSINESS SUPPORT OFFICER (or as delegated by) |
RELEVANT LINKS: Admin Support Assistant Job Description.pdf [pdf] 151KB |
APPLY USING YOUR CV VIA INDEED.
JOB PURPOSE
The purpose of this post is to provide support to both customers and colleagues by assisting with customer enquiries whilst providing a strong admin support function. The post provides support to the Asset Team by updating records, scheduling and booking appointments for our in-house maintenance technician and supporting our Repairs Team with admin. The post provides support to the Housing Team by assisting with updating housing applications and issuing communications via digital, text, and post. The post contributes to general office management.
KEY RESPONSIBILITIES
HOUSING AND CUSTOMER EXPERIENCE
• Act as a first point of contact for our general enquiry phone calls and transfer on to the most
appropriate staff member if required.
• Greeting customers, contractors and visitors to the office at our reception and assisting with
enquiries.
• Work closely with the housing team to process and update housing applications, support the
delivery of customer engagement and assist with issuing communications via text, email and
letters.
REPAIRS AND ASSET MANAGEMENT
• Assist with making appointments for our in-house engineer to service heating systems.
• Flag and escalate no-access cases where asset compliance issues may arise.
• Admin support generated by any larger asset management projects such as letters to customers
and saving diary entries to customer and property files on our system.
OFFICE ADMINISTRATION
• Take payments made at reception including cash handling
• Preparing incoming and outgoing mail
• Assist with maintaining a high standard of office health and safety
• Assist with ordering stationery and office consumables and replenishing photocopiers
• Proactive approach to general office duties
OTHER DUTIES
• To carry out any other duties within the scope, spirit and purpose of the job as requested by
management (as duties and responsibilities change, the job description will be reviewed).
KEY COMPETENCIES
For this role you have to be able to demonstrate high levels of competence within each of the following
areas:
• CUSTOMER FOCUSED
• ADAPTABLE
• WORKING WITH OTHERS
• PERFORMANCE
• SELF SOLVING
An annual review will take place to measure your impact against each of these areas.
KEY RELATIONSHIPS
• Other staff of West Highland Housing Association
• Customers
• Applicants for social housing
• Contractors