Housing Administration Officer

Seven Resourcing are looking for a Housing Admin in Charnwood. This position is initially for a period of 3 months and is paying £12.38 per hour (PAYE ) or £14.53 per hour (umbrella). The working hours are Monday – Friday from 9am – 5pm.

The role:

• To provide an administrative service across the Strategic and Private Sector Housing Service.
• To deliver an effective and appropriate service to all service users, fairly and without discrimination

Key Responsibilities:

• To deliver a full range of administrative functions including the collection logging and distribution of incoming and outcoming post, word processing, filing and recording systems and dealing with telephone enquiries/ complaints in the provision of an efficient and effective service and having regards with dealing sensitively with issues in relation to vulnerable individuals.
• Deal with all enquiries including managing mailboxes across the Service, from customers and partners by taking ownership of and resolving the query.
• Maintain and input data into a range of databases/spreadsheets to support the Service in completion of government statistical returns and to monitor performance.
• Support with organising of consultation events and other adhoc partnership and team meetings as required including sourcing meeting rooms and venues, taking and writing up of minutes of meetings, organising refreshments.
• To monitor complaints using the Corporate Computerised Complaints System including logging of a complaint and responses and allocating to officers within the Service.
• To administer and make payments of petty cash in accordance with Audit Regulations.
• To order and maintain an adequate stationery stock for the Service.
• Using the Council’s Financial Management System to raise orders and receipt goods.
• Circulating newsletters, leaflets, mailshots etc., as required.
• To maintain adequate stocks of advisory leaflets and housing application forms and ensure they are available to customer services.
• Posting/emailing customer satisfaction surveys and/or carrying out telephone or electronic surveys and inputting data onto a spreadsheet/ database.
• Responsible for protecting and managing information securely, and reporting breaches or suspected information security breaches, in line with Council policies.
• Private Sector Housing Responsibilities
• To contact customers/professionals in respect of Grant referrals from Partners ensuring we have all the information needed for colleagues to undertake home visits.
• To administer the processing of housing related grants including preparation of general correspondence, emails and telephone enquiries, recording and maintaining related spreadsheets and databases and land charge data, chasing up quotations, liaising with builders and other partners regarding dates for commencement of major Works and minor adaptations.
• To monitor and progress Grant repayments and Land Charge data.
• Process Grant related invoices and payments and maintain spreadsheets/schedules showing committed financial assistance and spend to assist the Private Sector Housing Manager with budget reconciliations.
• To assist with updating and maintaining a database of empty homes across the Borough.
• To register HMO and caravan site license applications including the checking and liaising with the applicant that appropriate supporting documents have been submitted before forwarding to the
• Maintain registers of HMO and Caravan Site Licenses.
• Assist with the preparation of formal statutory notices and licences.
• To check new housing applications and change of circumstances notifications received including checking that the correct documentation is provided, liaising with the applicant accordingly, inputting data onto the Councils Housing Management Systems and setting up files for applications.
• To support customers with the completion of housing applications including obtaining and checking relevant supporting documents.
• To log, amend and cancel housing applications as directed.
• Ensure an accurate and up-to-date list of outstanding housing register and change of circumstances assessments is maintained and notify officers of numbers pending assessment and working days.
• Assist with Annual Reviews of the Housing Register and Garage Waiting list.
• As directed, place bids on the Choice Based Letting adverts for vulnerable clients.
• Monitor the status of void properties and ensure timely and appropriate advertising and uploading of property adverts to the Choice Based Letting system.
• Ensure timely and appropriate key movements for void properties and accurate key register record.
• Ensure system records in relation to tenancy terminations and creations are accurately updated and maintained.
• As directed, notify utility providers of tenancy changes to ensure Council liability in relation to void properties can be accurately recorded.
• To prepare, issue invoices and monitor payment of choice based lettings invoices and bed and breakfast invoices and to maintain accurate records to ensure correct payments.
• To administer and maintain the Council’s Garage waiting list and allocate Garages to applicants and deal with all customer enquiries.
• To administer and issue travel tokens as directed in relation to temporary accommodation placements.
• Responsible for protecting and managing information securely, and reporting breaches or suspected information security breaches, in line with Council policies.

Applicant Requirements:

• Experience: 2+ years working within a similar role.
• Compliance: Proof of right to work in the UK and 2 x references.
• Travel: Clean UK driving license with the ability to commute to and from work independently.
• Hours: 37 hours p/w.

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