Job profile – Legal Recovery Administration Assistant – Rent and Income Team

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

Location: Civic Centre
Service: Customers & Communities, Rent and Income Service
Line manager: Legal Recovery Manager
Car user status: Casual

Job purpose

To provide administrative and clerical support to the Rent and Income Team, ensuring efficient coordination of duties, ensuring the delivery of a high-quality service to customers, partners and stakeholders.

The key roles of this post will include:

  1. To provide administrative support for housing possession proceedings and assist in the preparation of court documentation to ensure the timely submission of documents to court.
  2. To apply for possession hearings online using the courts online PCOL system.
  3. To provide administrative support to the Rent & Income service.
  4. Creating and maintaining electronic and paper records
  5. To arrange and coordinate internal and external meetings.
  6. To process and handle confidential and sensitive data
  7. Note- and minute-taking for internal meetings
  8. To demonstrate a positive, diverse and inclusive attitude to both internal and external customers and colleagues
  9. General postal duties
  10. Such other responsibilities allocated which are appropriate to the grade of the post.




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


  • Working as part of a team and using own initiative when required
  • Providing administration support
  • Data input


  • 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.


  • Understanding of equality and diversity legislation



  • Housing management
  • The Court’s PCOL (possession claims online) system
  • Working with a diverse range of customers


  • Using the Northgate housing system software

Competency definitions

Supporting and co-operating

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.

Interacting and presenting

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 and interpreting

Writing and reporting

  • Writes convincingly
  • Writes clearly, succinctly and correctly
  • Avoids the unnecessary use of jargon or complicated language
  • Writes in a well structured and logical way
  • Structures information to meet the needs and understanding of the intended audience.


  • 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.

Creating and conceptualising

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 (ie learns from successes and failures and seeks staff and customer feedback).

Organising and executing

Planning and organising

  • Sets clearly defined objectives
  • Plans activities and projects well in advance and takes account of possible changing circumstances
  • Identifies and organises resources needed to accomplish tasks
  • Manages time effectively
  • Monitors performance against deadlines and milestones.

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

  • 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.