Job Title – Administrator
Salary – £19,250.00per annum
Location – Norwich, Norfolk
Our client a large reputable sociial housing contractor providing maintenace and repair services to thousands of properties across the NOrfolk is seeking an experienced Administrator to join their team.
Purpose of the Role
Maintain the effectiveness of the DRS , Total Systems in relation to NNBL’s repairs and maintenance services, thus providing a comprehensive ‘one stop’ support service to our residents/customers, operatives, contractors, external clients and suppliers.
Assist Contracts Managers to effectively lead, manage, develop and motivate the operations team to ensure a high quality customer-focused service is provided.
Provide a seamless service to residents and clients ,processing repairs orders and scheduling resources to ensure that customers are given timely appointments within agreed priorities.
Continuously monitor and review performance delivery and make real time adjustments to work diaries to maximize the use of available resources, prioritizing direct employed resources.
Reporting Arrangements and Main Contacts
You will be responsible on a day to day basis to the Administration Manager. The post holder should seek advice and guidance on serious problems from their manager.
Main Tasks and Accountabilities
Areas of the following tasks and accountabilities:
- Ensure the effective day to day running of the DRS , Total systems Undertake regular housekeeping of these systems. Including Input any sickness/unavailability to DRS,
Remove RTR space and any daily Emergency space ,Ensure the operatives select their morning/afternoon jobs promptly and that we attend at the correct time, Allocate any outstanding jobs from the allocating screen XA’s and E’s. Any jobs raised on the wrong priority/not enough information on job add to the issue log ,AP jobs if not allocated need to contact CCT.
- Regularly check own email inbox as well as other inboxes if on the rota to do so.
- Co-ordinating and liaising on all rubbish collections.
- Provide administration support to other team members and staff where appropriate.
- Reception duties where appropriate.
- Provide assistance and support to the Contracts Managers in the provision of a top quartile repairs maintenance service by helping with workload planning, supplier and sub contractor relationships, and the managing all enquiries and requests for our customer service provision.
- Support the Management team to promote the repairs and maintenance services to customers, contractors and suppliers, including to external clients.
- Assist the Contracts Manager with the daily liaison and monitoring of the supply chain’s activities to ensure service standards are maintained, reporting potential deviations from performance to same.
9. Continuously monitor and review performance delivery and make real time adjustments to work diaries to maximize the use of available resources, prioritizing direct employed resources.
- To adhere and administer the service within agreed financial and procedural constraints.
- Monitor repairs orders are being correctly closed down promptly on completion.
- Reschedule as necessary repair works contacting the tenant to update and ensure future access. Pro-actively advancing appointments where resources are available.
- Ensure that the highest levels of customer care are practiced including dealing with complaints and service failure issues.
- Ensure confidentiality and that the requirements of Data Protection, Freedom of Information and Health and Safety at Work legislation are adhered to.
- Ensure that operatives communicate in a timely and accurate manner about the progress of work in order to schedule their work in accordance with tenant’s requirements.
- Monitor Operatives communications and geographic location to ensure appointments are met, maximizing delivery of first time completions.
- Monitor the progress of all scheduled jobs. Any perceived problems must be escalated to the Contracts Manager. Such escalation must be in a timely manner, with due consideration for the call priority, elapsed duration and client service level agreements. Be aware of the location of the Operatives and the progress of the works issued.
- Regularly check with the Operatives that their PDA’s are fully functional and in use. Checking that the Operatives have accepted, updated and closed their jobs, reporting any failures promptly to the Contracts Manager.
- Liaise with sub contractors for daily updates of work issued in your area of operation.
- Check daily status of all jobs on “Follow On” to ensure appropriate action is being taken.
- Promote energy efficiency and provide advice/support for the development of energy efficient practices.
- Carry out any other duties appropriate to the level and character of the post, to include, if the need arises, cover for other work colleagues in areas such as (voids, non-housing, customer involvement and administration duties)
- Comply with Norse policies, procedures and guidelines including the Norse Health and Safety Policy. The Health & Safety at Work Act (1974) places responsibilities for Health and Safety on all employees. Therefore it is the post holder’s responsibility to take reasonable care for the Health, Safety and Welfare of themselves and others in accordance with Legislation and the Company policy on Health & Safety.
- Ensure / contribute / lead on the delivery of quality assured, client focused products and services to meet the agreed requirements of the customer.
- Carry out other duties appropriate to the level and character of the post.
Key Result Areas
The post holder will be expected to:
- Carry out all allocated tasks competently within determined time scales, financial budgets and free costs targets.
- Provide effective support and assistance to the Contracts Manager.
- Maintain the effectiveness of the IT systems used, particularly DRS (Opti-Time) and Total.
- Provide a seamless service to all customers by ensuring resources are scheduled to ensure that customers are given timely appointments within agreed priorities
KNOWLEDGE & EXPERIENCE
Have a good level of knowledge and experience in social housing, call handling and customer liaison.
SKILLS – Essential
Experience of at least 5 years working in a customer focused environment.
Ability to work under pressure and to tight timelines.
The ability to work on own initiative.
The ability to communicate with members of the public and the workforce effectively and courteously.
Good Listener.
Ability to organise own work to schedule.
Able to make decisions relating to own expertise.
Analytical and report writing skills.
SKILLS – Desirable
Knowledge of aspects of repairs processes.
Experience of working with appointment and repairs systems.
Sound knowledge of social housing properties and their defects.
ATTITUDE
The ability to provide an effective courteous service
A Can Do attitude and a flexible approach to working arrangements
A commitment to the production of high quality work.
Prepared to undertake additional training.
Team Player
Decision Maker
SPECIAL CIRCUMSTANCES
Shift working required to cover required working hours.
This is a full time role 40 hours per week Mon – Friday , working 9.00 – 17.00 (30 min or 1 hour break) .
This is a temporary role that could lead to a full time position after a satisfactory probationary period through ARC.
If you wish to apply for this or other roles advertised by ARC please apply via the link or click on our company name and see all jobs advertised. Alternatively please call Karina on 01603 984879 for more information
