Administrator - North Essex Supported Housing Team

  • Hours
  • 22.5 pw Wednesday, Thursday & Friday
  • Salary
  • £11,850 pa for part time hours
  • Location
  • Rowan House, Colchester
  • Closing Date
  • 26/02/2017
    • Contract

    • Fixed Term
    • Job Advert-Role Description

    • Purpose:

      To contribute to the delivery of Family Mosaic’s supported service by providing a responsive and effective administrative service to teams within the department.

      Key Responsibilities:

      To deliver a responsive, efficient and effective general administrative service to staff using the office base
      To ensure high standards of service delivery and customer care on all dealings with internal and external customers
      To provide direct administrative support to the PA to Care & Support, Operations Managers, Service Managers and other team members where required.


      To provide general administrative support to Supported Housing Team  and to assist them in carrying out their duties
      To order and manage the distribution and storage of stationery
      To source and order items as requested by Housing and Support   managers for both existing and new build schemes
      To research and obtain quotes for fixtures and fittings for supported housing schemes and hostels
      To order equipment for Supported Housing schemes  
      To maintain the office environment so that it is orderly and welcoming
      To assist managers in the checking and monitoring of personnel data – sickness returns, timesheets etc
      To organise hospitality as requested by the management team
      To be responsible for a small petty cash flow
      To create and maintain good filing and via swordfish and other relevant database systems available within the supported housing service to enable the provision of general information and statistical returns as and when required. 
      To maintain effective and accessible records for the team.
      To deal with routine enquiries from external agencies, internal customers and stakeholders.
      To receive all visitors and telephone callers in a manner that promotes a professional image of Family Mosaic and its services.
      To be available to take phone calls, e-mails correspondence from staff and clients
      To input property and tenant information onto the relevant databases such as Northgate, Capita & Front Office and liaise with Contractors as and when necessary.
      To develop the knowledge and ability to access tenants rents accounts and to be able to insert notes on tenant and property records
      To set up (with training as necessary) and maintain any other databases / spreadsheets etc as required
      To assist with photocopying and arrangement of meetings confirming dates, venues, attendances and refreshments and the booking of a room via outlook calendar when required.
      To distribute mail to Supported Housing staff as quickly and as accurately as possible
      To undertake all work within the organisation’s policies, procedures, codes of conduct, ethical codes and any other relevant guidance
      To contribute to the preparation of statistical, financial and written updates relating to the supported housing service
      To keep abreast of legislative changes and good practice within the sector, attending training as necessary.  
      To perform tasks and duties in addition to those set out in this job description as reasonably requested by the PA to the Head of Service, Operations Managers, and Service Managers
      To comply with and demonstrate commitment to the organisation’s Diversity Policy, Equal Opportunities Policy and the race equality strategies and action plans of Family Mosaic.
      To comply with general Health and Safety duties (set out in the organisation’s Health and Safety Policy), and work in a safe manner reporting any unsafe acts or conditions to a member of management.
      To deputise in the absence of the PA
      To take professional minutes when required
      To attend team meetings in both South & North Essex
      To visit schemes in both South & North Essex as and when required.



      Proven experience of working in an administrative role

      Highly organised in every aspect of their work

      Ability to produce accurate work / reports with exceptional attention to detail

      Excellent interpersonal & communication skills (both verbal and written) as well as an excellent telephone manner

      Confident and proficient IT knowledge, with comprehensive experience of using Microsoft Word, Excel and Outlook

      Team player and able to work under own initiative

      Quick Learner with ability to swiftly understand ideas, concepts and instructions and action accurately and effectively. 

      Ability to work efficiently under pressure in a busy office environment

      Flexible, committed, enthusiastic and energetic

      Proactive attitude to problem solving

      Able to carry out research with minimal supervision

      You will need to have access to a car or other independent means of transport

    • Background check

    • No back ground check is required for this role.

    • Additional Job Information

    • Further job information is available here.