Purpose of Job
To support managers in the provision of general administrative support in a customer-focused environment ensuring that property repairs and maintenance services; void property redecoration, associated planned maintenance / improvement works, working with energy suppliers, scaffolding, asbestos removal are initiated, processed and completed in a timely manner, so that Housing Operations have a service fit for the future and is promoted as Southampton City Council’s Contractor of Choice.
Key Accountabilities & Duties
1. Work with the District Estate Maintenance Manager, Estate Maintenance Managers, Programme Managers to deliver an effective Void (empty property) repair service, providing advice, resource planning / monitoring information whilst ensuring adherence to set procedures, policies, service level agreements, contracts, health and safety requirements, procurement legislation, business plans and budgets.
2. Maintain and openly promote successful team and partnership collaboration with other internal and external service providers, developing a joint-working relationship with energy suppliers, trade teams and management, ensuring that the business is able to maintain high levels of productivity across all areas of responsibility and that the service is carried out with regard to any relevant legislation, within budgets and profitability targets.
3. Keep up to date with new development, innovations and best practice in the sector and to make recommendations for service improvements which will ensure that Housing Operations is considered the Contractor of Choice and in a more favourable position to compete with other providers.
4. Support the Housing Operations Repair Service in ensuring that all repairs are effectively managed, ensuring that resources are deployed in line with Council regulations, rules, standards and approved budgets in order to assist senior managers & managers in delivering an effective, high quality, value for money and customer focused maintenance, repairs and commercial service to meet client aspirations and ensuring the health, safety and wellbeing of staff, customers and the public at all times.
5. Deal with incoming and outgoing public and internal contact (telephone, face to face, written, electronic etc.) in a friendly, courteous, empathetic, efficient and calm manner adhering to the appropriate standards, procedures and policies.
6. Carry out administrative duties i.e. mail-merging, writing letters, updating spread sheets / databases, timesheet input, void paperwork, job completions, relevant certification, issuing decoration vouchers, ordering scaffolding and asbestos removal works, payment of invoices, maintaining filing systems, checking and responding to generic mailboxes, arrange meetings, carry out minute taking for District Estate Maintenance Manager and appointments, booking and updating records etc.
Knowledge, Experience and Skills
* To have excellent level of IT literacy to be able to use self-service, digital user platforms and applications, MS Office etc
* Ability to carry out investigations on complex information / systems to determine and resolve problems quickly and efficiently.
* Excellent communication skills with the ability to remain calm and professional at all times and under extreme pressure.
* Ability to organise own workload and that of others in a demanding environment.
* To demonstrate an understanding of equality issues and how they affect the workplace and individual behaviours.
Please apply with your updated CV ensuring that any gaps in employment are explained.
At this point, may we take this opportunity to thank you for the interest you have shown in this role. Unfortunately, due to the high volume of applications that we receive, it is not always possible to respond to everyone. Therefore, unless you hear from us within the next 7 days, your application for this vacancy will have been unsuccessful
Salary description
£16.10 - £16.10 per hour