Administrative Assistant (Maternity)

Job Duration: until 31st August 2026 

salary starting at £25,755 pa (level within grade depend on experience).

Hours:  9am – 4.30pm from Monday to Friday.

Housing and maintenance knowledge would be desirable but not essential and experience with SDM housing software would be desirable

Job description 

• Operating within a strong performance culture you will be expected to deliver excellent performance results.

• You will be empowered to deliver right ‘first time’ services, offering personalised   solutions for our tenants and the community.

• You will be   instinctively customer focussed and have a “can do” attitude to ensure that   our customers’ experience of service is always positive.

• You will understand the importance and work with your colleagues and partner agencies to achieve great outcomes.

• As the organisation operates in a changing environment and within a unique staff sharing arrangement flexibility by you and all staff is essential.

• You will carry out your duties to ensure compliance with the organisations values,   objectives, policies and procedures.

• The  orgnisation is committed to Equality and Diversity and all your tasks / duties must be carried out in accordance with our Equality & Diversity Policy.

• To abide by the organisation's Complaints Policy, GDPR and other relevant policies   processes and procedures as appropriate

2. Our Values

Our Core values are that we will be:

• Honest and Transparent.

• Fair and Adaptable.

• Polite and Approachable.

• Positive and   Considerate.

• Knowledgeable   and listening.

3. Objectives Of The Post

This job description is a general guide to the basic tasks / duties   which you are typically expected to perform or be responsible for. It is not   necessarily exhaustive and other duties of a similar type and commensurate   with your salary grade may be expected.

The Administrative Assistant will work within the community centre and carry out administrative tasks   to support the maintenance team and deputise when necessary to carry out reception duties and general administrative duties.

The duties and responsibilities   of the post are to ensure tenants are treated positively and executes all   administrative tasks to the highest quality standards.

The post does not carry any staff management responsibilities but close working with other staff is critical to perform as a team player.

4. Maintenance

Specific administrative tasks of the post include:

• Input data into appropriate systems as required and ensure they are kept up to date.

• Provide a reactive repairs service to tenants over the phone and email including   logging calls, assessing and recording repair requirement, arranging for   access to carry out repairs, keeping tenants updated on progress of repairs.

• Arrange  reactive repairs including logging and issuing works orders to contractors.

• Follow up  outstanding work with contractors or outstanding invoice.

• Assist with the co-ordination of the gas servicing with Saltire and arrange access with   tenants and liaise with housing staff when required.

• Assist with the co-ordination of the electrical safety periodical checks and arrange   access with tenants and liaise with housing staff when required.

• Assisting   with the recording of asbestos management, legionella & mould.

• Assist with   keeping compliances records for maintenance up to date.

• Ensure all approved   contractors have relevant and up to date employers & public liability insurance.

• Identify re-chargeable repairs and correspond with tenants.

• Make referrals via AFTAR Project when required.

• Assist with tenants’ quarterly repairs surveys.

• Scan  information / files onto SharePoint as required.

• Assist the Maintenance team with sending letters to tenants as required.

• Ensure good   working relationships with contractors and external agencies.

• Arrange   distribution of close or void keys to staff and contractors as required.

• Assist with sending bulk text/emails to tenants etc.

• Respond and log any front-line complaints or compliments and where they cannot be  resolved pass onto the appropriate staff member.

5. Reception

Deputise in reception when required and carry out reception duties.

The main tasks are noted below:

• Greet and welcome guests as soon   as they arrive at the centre.

• Direct visitors to the   appropriate person and place.

• Answer, screen and forward   incoming phone calls and messages including answering machine messages.

• When at reception ensure reception area is kept tidy and presentable.

• Provide basic and accurate   information in-person and via phone/email.

• When required receive and sort,   ready for distribution, daily mail/deliveries and any other duties required   while providing reception services.

• Maintain office security by following safety procedures and controlling access via the reception desk   (monitor sign in and out logbook etc.).

• Assist with   photocopying, filing & scanning.

6. General

.

There are general administrative and clerical tasks carried out by the Administrative Assistant

as follows:

• Answer telephone and deal with general enquiries where possible and if required refer   messages to other staff members as quickly as possible.

• Organise mail to go out when required and assist with mailings and enveloping.

• Update calendars and schedule   meetings and appointments.

• Assist with H&S administration-housekeeping checks.

• Administer petty cash when required and take card machine payments at the office.

• Arrange distribution of close or void keys to staff and contractors as required.

• Assist with photocopying, filing & scanning.

• Carry out mail merges as required.

• Ensure you are a team player.

7. Other

• Carry out any other work as requested by the Maintenance Officer /Housing Manager or Senior   Management.

• The duties of the role may be reviewed and modified in line with changes in the role.