Role Purpose
Admin support service for Tenancy, Housing ASB and Estates Services. Provide administrative services included payments via SAP and P-Card, Raise contracts, Mail merge. Internal service that works to ensure smooth administrative services for the 3 teams.
Main Responsibilities
1.To be responsible to the Senior Operations Assistant in co-ordinating the day-to-day work of Tenancy Services and Estates and Neighbourhood Services within the operations directorate.
2.To liaise with the Tenancy services teams & Estate and Neighbourhood services teams in order to respond to a wide range of housing related matters as required.
3.To process correspondence, open, record, acknowledge and distribute incoming mail.
4.To be responsible for the Housing Operations Inbox. Processing this daily, dealing with appropriate tasks, allocating and distributing work to the correct person/team.
5.To assist in the monitoring of Tenancy Services, Neighbourhoods and Estate Services complaints and members enquires and correspondence systems and to produce performance reports as required.
6.To maintain any general filing systems including dealing with incoming and outgoing files. To copy file contents and make up duplicate files, complying with Haringey’s responsibilities under Access to Information Legislation.
7.To scan all documents into SharePoint and ensure proper file structures are maintained to enable easy access to relevant information. Develop, implement and/or manage systems for record keeping and maintain accurate records.
8.To deal with all roof access requests. Verifying the authenticity of the request, making arrangements for collection. Maintaining the office recording system to support this and issuing keys. Ensuring all keys are returned and action taken to recover if not.
9.To issue authorised estate parking permits to staff and contractors. To keep and maintain records.
10.To maintain a key management system for all keys managed within the teams, including accurate records of keys allocated and returned.
11.To maintain stocks and update the stock control system, using IT systems as appropriate and to order and distribute accordingly.
12.To be responsible for the Housing Operations Inbox. Processing this daily, dealing with appropriate tasks, allocating and distributing work to the correct person/team.
13.Continuously work towards improving and simplifying systems to ensure efficiency and value for money and contribute to the planning of improvements to the service area.
14.Co-ordinate communication across a range of customers and stakeholders and communicate on behalf of more senior staff when required. Promote and represent Haringey positively at all levels throughout the organisation and to external bodies.
Knowledge, Qualifications, Skills and Experience
Ability to organise and prioritise own workload
Ability to work as part of a team
Ability to use own initiative
Ability to work under pressure
Sympathetic approach to the needs of customers
Awareness of the needs of disadvantaged groups, including the black and ethnic minorities and people with disabilities
Demonstrative commitment to equalities in employment and service provision Understanding of Haringey’s policy on equalities
Commitment to high standard of service delivery
Ability to write letters and carry out numerical calculations
Ability to demonstrate accountability and a positive attitude to your responsibilities as an employee of Haringey
Ability to think creatively in order to solve problems and to take corrective action where necessary
Administrative Officer Administrative Officer Administrative Officer Administrative Officer