Job profile – Administrative Assistant (Construction Services)

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

Grade D

  • Location: Shearlegs Road Depot
  • Service: Property and Assets
  • Line Manager: Head of Service

Job purpose

Undertake administrative duties for The Gateshead Housing Company to meet the Property and Assets Construction department. To act as a central point for all administration for the department.

The key roles of this post include:

  • Provide general administrative assistance to the overall service including monitoring post, filing, photocopying and ordering stationery and other relevant duties
  • Accurately administer all referrals and triage to appropriate teams within the service
  • Updating internal IT systems and records
  • Preparation of operating manuals for construction projects.
  • Act as a central point for all referrals and customer enquiries received via telephone, email, face to face and other relevant source
  • Respond professionally, effectively and accurately to enquiries and complaints from customers, colleagues and partner agencies and sharing relevant information, including verbally, written and via email.
  • Arranging multi-disciplinary meetings, team meetings and events including booking rooms, arranging transport and catering, accurate minute / note taking
  • Undertake customer satisfaction surveys
  • Process all confidential and sensitive data in line with the Data Protection Act and GDPR regulations.
  • Accurately update and maintain computer records and systems used by The Gateshead Housing Company
  • Ensuring that relevant technical information is shared with other internal and external stakeholders as required so that deliver of repairs and maintenance and compliance systems can be updated promptly.
  • Undertake administrative duties relating to invoices
  • Adhere to role related risk assessment and report any hazards and non-compliance in the work place where appropriate
  • Demonstrate a positive, diverse and inclusive attitude to both internal and external customers and colleagues, having an awareness of the organisations appropriate resources available to enhance access to services
  • Other such responsibilities allocated which are appropriate to the grade of the post.

Criteria

Essential

Experience:

  • Excellent communication skills
  • Good organisation and prioritising skills
  • Ability to work on own initiative and as part of a team
  • Good ICT skills
  • Working as part of a diverse and inclusive workforce

Qualifications:

  • Minimum of 5 GCSEs or equivalent at Grade C or above (including English and Maths) or relevant experience.

Knowledge:

  • Ability to demonstrate a good understanding of equality and diversity and the ability to evidence how this would be displayed within the workplace

Desirable

Experience:

  • Previous experience of working within social housing environment
  • Knowledge of construction business administration
  • Working in a multi-agency working environment

Knowledge:

  • Health and Safety
  • GDPR and Data Protection

Competency definitions

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.

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.