Administration Assistant - Sealand, United Kingdom - Omega Recruitment Group

Omega Recruitment Group

Verified Company

Sealand, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Administration Assistant - Housing Asset Management
Start Time

09:00 AM

End Time

05:30 PM

Pay Rate £12.18

Hours Per Week 37.00

Temporary role

MAIN DUTIES & RESPONSIBILITIES:

Prepare and submit all necessary contracts and related documents between the Capital Works Team and Private Building Contractors for the Council property upgrades by the specified deadline.

It is important to maintain clear communication with the Legal Directorate to ensure timely completion of the process.

As the primary users of the Computerised Housing Database System within Capital Works, the post holders are responsible for uploading the contracts to the Planned and Programmed module and continuously managing, maintaining, and updating these records.

In addition, individuals responsible for the position oversee and manage staff and operative sickness records, including preparing and forwarding relevant information such as sickness and self-certification forms, doctors notes, and back-to-work interviews to Human Resources.

They also maintain spreadsheets to track individual sickness records for use in occupational health referrals and calculate annual leave at the beginning of each financial year.

The responsibility of inputting leave or sickness on the Housing Database System also falls under their purview, and they collate and input overtime hours onto a spreadsheet, which is then uploaded onto the payroll system.

Furthermore, the post holders input appraisals and courses attended on the Training Database System to ensure future training needs are met and that specialist trades qualifications remain up to date.

Maintain accurate records of Service Charges under the guidance of the Team Leader and review and update them annually in collaboration with the Housing Maintenance Section and other Directorates.

Initiate billing in collaboration with the Finance section and address any queries from Leaseholders as needed.

Work Experience Experience of providing administrative support to a large multi-disciplinary team. Experience of being part of a team providing a customer focussed service. Experience of using a computer for word processing and creating / maintaining databases to produce reports. Experience of document management and developing and administering support procedures. Experience of operating filing systems. Experience of specialist software systems including Archibus CAFM / CMIS and Permit to Work systems. Experience of the processes and terms used in the Supply chain and project management. Experience of Financial / Project admin. Experience of drafting letters / memos and minuting meetings.

Education / Qualifications A range of GCSE's including English Language and Maths (minimum grade C) or appropriate equivalent, or significant experiential learning.

Degree qualification. Microsoft qualification or similar in use of spreadsheets / word processing. Skills / Abilities Excellent organisational skills, accuracy and attention to detail. Experience of using a variety of IT packages including Microsoft Outlook, Word and Excel. Excellent oral and written communication skills. Flexible in approach to work and ability to see tasks through to completion. Ability to deal with conflicting and challenging situations. Ability to work independently and as part of a team.