Administration Assistant

Job Description

Job Title : Administration Assistant
Job Category : Sec / Admin
Location : County Hall, Raikes Lane, Mold CH7 6NB – Phase 3, Flintshire County Council
Hours Per Week : 37.00
Start Date : Immediate start
Start Time : 09:00
End Time : 17:30
Salary: GO2 £12.18
Admin/business support to assist project lead with proposal
MAIN PURPOSE/REASON FOR THE JOB:
This is a large generic team their role as a whole is to provide administrative and clerical support to the gas service, capital works service and electrical services as well as providing general administrative support to housing asset management team and all other section of Housing Services based in County Offices Flint.

This role also processes right to buy applications and works closely with the insurance provider to process tenant’s insurance applications

MAIN DUTIES & RESPONSIBILITIES:
1. Prepare and collate all building work contracts and supporting documents between the Capital Works Team and Private Building Contractors for work to be carried out on the upgrade of all Council properties. These must be scrutinised rigorously, countersigned and forwarded to the Legal Directorate within strict deadlines. Regular contact with the Legal Directorate is required throughout the process to ensure all information is kept up to date; any delay in this can result in Finance withholding payments to the Building Contractors. As the designated main user of the Computerised Housing Database System within Capital Works the potholders have the responsibility of uploading the contracts on to the system for the rest of the Planned and Programmed module. The potholders are then responsible to manage, maintain and update these records at all times.

2 The post holders assist in the Councils duty to carry out the Annual Heating Service and Electrical Testing of all Council owned properties in compliance with Gas Safe Regulations and 17th Edition Electrical Regulations. The post holders create each monthly service schedule and send out letters to all tenants. Arranges appointments between the tenants and the engineers/electricians, maintains an appointment diary on the Housing Database System and manually. Carry out the No Access Procedure in accordance with the Flintshire Gas/Electrical Procedure Manual, making sure that all letters and appointments are completed before the expiry date of the Landlord Safety Certificate or NICEIC Electrical Certificate. Closely liaise with the Housing Officer when access has been denied by the tenant and produces documentation for court proceedings if required. The post holders are responsible for inputting the Electrical Installation Part P Warranties onto AMTECH software via the website in compliance Building Control Regulations. These are kept on file as required by law. Vital heating information must be inputted on to the Housing Database System correctly to ensure that the following year’s service cycle can be created, this information is also extracted by other departments so they can plan their renewal programmes.

3 The post holders are responsible for the collating and monitoring staff and operative’s sickness records by preparing and sending any relevant information to Human Resources e.g. Sickness and Self Certification Forms, Doctors Notes and Back to Work Interviews. The post holders create spreadsheets to monitor individual sickness records to be used by management for Occupational Health Referrals. At the beginning of each financial year the post holders are responsible for calculating Annual Leave, producing leave cards and keeping an up to date log of any leave or sickness taken throughout the year to maintain an audit trail. Operatives leave or sickness must also be input on to each individual’s diary on the Housing Database System to aid the Repairs by Appointment System. It is the post holder’s responsibility to collate and input overtime hours on to a spreadsheet which is then uploaded onto the pay Timetrent system for payroll. Appraisals and courses attended are input onto the Training Database System to ensure that future training needs are met and that specialist trades qualifications are kept up to date.

4 The post holders are the main point of call for Fleet Services in Housing Asset Management. A report is received each week by the post holders and it is their duty to liaise with the operatives to ensure that vehicles are delivered to the Fleet Workshop in time to carry out the Safety Inspections and MOT’s as required by law. Collate all Driver Vehicle Check and Defect sheets and Vehicle Log sheets on a daily basis and maintain a report in accordance with VOSA regulations. Create a spreadsheet and submit to managers to advise of any none compliance. Ensure vehicle Tax Discs and replacement Fuel Cards are collected and signed for by the operatives.

5 It is the post holder’s responsibility to order and maintain stock levels of all legally required forms and documents for all staff e.g. Driver Vehicle Check and Defect Books, No Access Books, Stores Requisition Books. Keep to an annual budget of £14000 for stationery and equipment; produce statistical monthly reports for Managers to monitor this. The post holders are required to maintain strong relations with external suppliers to ensure that the best quality, price and service are obtained for the Directorate.

6 Respond to all complaints received from tenants and councillors regarding Housing Repairs by phone or correspondence in accordance with the Councils guidelines and time scales. Liaise daily with tenants, elected members and housing personnel to diplomatically resolve housing repair complaints, thus promoting a first class customer care service throughout the directorate.

7 The post holders are responsible for logging all incoming mail and distribute to all sections within the County Offices Building. Ensure all cash and cheques received are dealt with in accordance with audit guidelines. The post holders are responsible for the collection of outgoing mail and ensuring that it is priced correctly through the Franking Machine. The post holders are solely responsible for the maintenance of the Franking Machine and ensuring that each department receives their balance of postage used each month.

8 The post holders are responsible for the front line service of reception at the County Offices Building. Respond to all enquiries from the general public providing relevant information and advice for all Directorates throughout the Council. Dealing with external clients and visitors and ensure that the Council’s Visitors Procedure is adhered to. Must be polite and informative at all times and be able to remain calm in difficult circumstances, thus promoting good customer care in-line with Flintshire County Council Customer Care policy.

9 The post holders maintain a petty cash impressed records. Ensuring Audit requirements are adhered to at all times. This involves reconciliation of petty cash records on a weekly basis and ensuring receipts are obtained and authorisation given by managers. When petty cash float falls below an agreed level, a cheque is completed and submitted to the bank thus enabling the float to be replenished.

10 Process tenants insurance application forms, answer various queries on Tenants Insurance Scheme, issuing claim forms. Update records to produce accurate documentation, provide statistical information for senior managers as and when required. Prepare and process quarterly payments of premiums for signature. Liaise with Senior Managers and External Insurance providers to review annual premiums and claims, assisting in the negotiation of the Terms of Contract of the scheme, ensuring Tenants and ourselves are obtaining Best Value.