Job profile – Administration Assistant, Corporate Services

by The Gateshead Housing Company & filed under About us - find a job.

Grade D

  • Location: Gateshead Civic Centre
  • Service: Corporate Services
  • Line Manager: Senior Finance Officer
  • Car user status: None

Job purpose

Providing clerical and administrative support to the Housing Finance Team.

In particular to:

  1. Assist in the maintenance, amendment and monitoring of the Rent Accounting system to ensure it is accurate and up to date
  2. Assist in the maintenance and operation of the direct debit scheme for rent payments, including the calculation and explanation of customers’ payments
  3. Assist in the reconciliation of the Housing Revenue Account, as required by Gateshead Council
  4. Assist in the preparation of statistical information
  5. Respond to enquiries from customers
  6. Raise invoices and process refunds for customers, as required
  7. Provide support to Senior Officers in relation to service delivery across the company
  8. Provide support and cover in relation to telephony, hospitality and post duties
  9. To demonstrate a positive, diverse and inclusive attitude to both internal and external customers and colleagues
  10. Such other responsibilities allocated which are appropriate to the grade of the post.

Criteria

Essential

Qualifications:

  • 5 GCSEs (at least grade C) including Maths & English, or relevant experience.

Experience of:

  • Working with the general public and committed to customer care
  • Working as part of a team and using own initiative when required

Skills:

  • Excellent customer service skills
  • Effective negotiation and communication skills both verbal and written
  • Excellent organisational and time management skills with the ability to prioritise workload to meet deadlines
  • Effective IT skills – including working knowledge of the Microsoft Office package.

Knowledge of:

  • Understanding of equality and diversity legislation

Desirable

Knowledge of:

  • Working with a diverse range of customers

Experience of:

  • Working in a large organisation
  • Data input
  • Preparing statistical information

Competency definitions

Deciding and initiating action

  • Takes responsibility for actions, projects and people
  • Takes initiative and works under own direction
  • Initiates and generates activity and introduces changes into work processes
  • Makes quick, clear decisions which may include tough choices or considered risks.

Working with people

  • Shows respect for the views and contributions of other team members
  • Shows empathy; listens, supports and cares for others; consults others and
    shares information and expertise with them
  • Builds team spirit and reconciles conflict; adapts to the team and fits in well.

Relating and networking

  • Easily establishes good relationships with customers and staff
  • Relates well to people at all levels; builds wide and effective networks of contacts
  • Uses humour appropriately to bring warmth to relationships with others.

Analysing

  • Analyses numerical data and all other sources of information, to break them into component parts, patterns and relationships
  • Probes for further information or greater understanding of a problem
  • Makes rational judgements from the available information and analysis
  • Demonstrates an understanding of how one issue may be a part of a much larger system.

Learning and researching

  • Rapidly learns new tasks and commits information to memory quickly
  • Demonstrates an immediate understanding of newly presented information
  • Gathers comprehensive information to support decision making
  • Encourages an organisational learning approach (i.e. learns from successes and failures
    and seeks staff and customer feedback).

Delivering results and meeting customer expectations

  • Focuses on customer needs and satisfaction; sets high standards for quality and quantity
  • Monitors and maintains quality and productivity
  • Works in a systematic, methodical and orderly way
  • Consistently achieves project goals.

Following instructions and procedures

  • Not challenging authority; follows procedures and policies
  • Keeps to schedules; arrives punctually for work and meetings
  • Demonstrates commitment to the organisation
  • Complies with legal obligations and safety requirements of the role.