Leasehold Administration
Officer
Salary £20,469 to £21,660 pa inc
Closing date: 7.10.2002
You will be responsible for the day to day administration support service
to the Home Ownership Services Section and to the Leasehold Administration
Group, setting up, developing and maintaining appropriate record keeping
systems and statistical information on all aspects of the service.
You will have excellent numeracy and communication skills and experience
of a range of computer packages, particularly the use of spreadsheets. Experience
of a computerised correspondence system i.e. Respond, would be desirable.
You will be an additional point of contact, externally to the Council, on
issues relating to the administration of the section. Liaising with external
organisations and contractors.
JOB DESCRIPTION
Name: Department: Housing
Designation: Administrative Officer (Home Ownership Services)
Grade: Sc6
Division/Section:
Needs & Access
Home Ownership Services
SECTION A: Basic objectives of post:
· To be responsible to the Senior Property Records and Administration
Officer for the day to day administration support service provided to the
Home Ownership Services Section and to the Leasehold & Administration
Group.
· To set up, develop and maintain appropriate record keeping systems
and statistical information on all aspects of the service.
· Externally to the Council, to be an additional point of contact on
issues relating to the administration of the section. Liaising as appropriate
with external organisations and contractors.
SECTION B: Reporting to:
Designation: Senior Property Records & Admin. Officer
Post No: HOSS 036
Grade: P01
SECTION C: Staff supervised:
None
SECTION D(a): Duties and Responsibilities: Duties and responsibilities. (If
additional since post last re-graded, or since appointment, please mark with
an X in left hand column and indicate the date of the addition).
· To provide admin support to the group responsible for implementing
a range of Leasehold Management policies.
· To be responsible for providing admin support to the Home Ownership
Services Section.
· To receive/collect all incoming internal and external mail including
fax, promptly record on the computerised or other applicable system and
distribute to the relevant groups.
· To collect all outgoing correspondence and ensure prompt
delivery/distribution, including DX post.
· To monitor correspondence replies to ensure that Council deadlines
are met, ensuring appropriate action is taken to prevent deadlines being
missed.
· To research, collate and produce, monthly statistical information
on Home Ownership Services performance indicators.
· To maintain the attendance, leave and sickness records in accordance
with council policy, and to update the section's personnel records, manual
and computerised.
· To be responsible for the maintenance of flexitime records, including
making adjustments to the flexi clock recording system, preparing new cards
as necessary ensuring compliance with flexitime rules.
· To produce reports and information on personnel and administrative
matters as directed by the Senior Property Records & Admin.Officer.
· To record and distribute all official complaints and Members' Enquiries,
monitoring replies, ensuring appropriate action is taken to prevent deadlines
being missed. This includes producing record reports on a regular basis.
· To maintain and order as necessary, at the direction of the Leasehold
& Admin.Manager, all stocks, office supplies and equipment. Liaising
with external contractors and internal departments for supplies. This includes
the monitoring of existing supplies.
· To maintain the office stationery and supplies, place and record all
purchase orders, ensuring correct coding and authorisation, ensuring adherence
to the Section's budget.
· To liaise with Client Services regarding, office repairs, alterations
and removals.
· To ensure that all invoices received are correctly recorded, authorised
and expenditure monitored to comply with budgetary limitations and Council
procedure.
· To be responsible for the recording, correct coding of and prompt
paying in of all income (including cash and cheques) received in Home Ownership
Services, in accordance with council procedures.
· To be responsible for the temporary staff time sheets, checking hours
claimed and inputting onto Excel spreadsheet, allowing accurate salary statistics
to be reported..
· To be responsible for ensuring that time sheets match hours invoiced
and inputting onto Excel spreadsheet, reconciling to allow accurate salary
statistics to be reported.
· To act as the first point of contact for personal and telephone callers
to Home Ownership Services, ensuring that the appropriate officer promptly
attends.
· To provide administrative support to the Section, including record
keeping, filing and photocopying as directed by the Senior Admin.Officer
· To be responsible for collection of Petty Cash/ cheques etc from Housing
Finance and Town Hall Post Room.
· To make regular trips to the Town Hall and Bidborough House to deliver
documents to Asst Director etc as requested.
· To arrange the provision of security fobs and ID cards to photo staff.
· To carry out administrative support and tasks as directed by the Senior
Admin.Officer.
· To maintain and circulate all directories and procedure manuals in
the Section, and order appropriate documentation of relevant legislation,
guides and other information.
· To report all matters relating to the accommodation of the Section
and faults to computers etc. to the appropriate council section responsible,
recording and monitoring as necessary.
· To carry out any other duties as required commensurate with the grade
and position.
SECTION D(b): Functional Links:
District Housing Offices Treasurer's Department
Camden's external solicitors Housing Finance
Tenants, leaseholders and their representatives Department of Information
Technology
Camden Leaseholder Forum Local councillors and MPs
Camden's Legal Department Members of the public
SECTION E: Other matters:
1.
To perform any other duty of a similar nature/degree as above, as requested.
2.
Equal opportunities - the council is committed to the principles of equal
opportunities for all in terms of service provision and employment. As an
officer of the council, it is your responsibility to ensure equality of access
to jobs and services to women, black/ethnic minorities, lesbians, gay men
and people with disabilities, regardless of age, creed/religion and unrelated
criminal conviction.
3.
Health and safety - all officers have a responsibility to ensure the health
and safety of persons at work and members of the public in premises, or sites,
controlled by the council. The method of achieving this will be by the provision
of safe systems at work, safe and healthy conditions and environment and
including such information, training, instructions and supervision as necessary,
to achieve these objectives, in accordance with Safety Legislation and council
safety policy.
4.
Tobacco - to comply with the council's tobacco and health policy, which aims
to protect and improve the health of the people who live and work in Camden,
by a ban on smoking in all council premises (except certain designated areas)
and in council vehicles carrying passengers.
PERSON SPECIFICATION FORM
JOB TITLE: Admin.Assistant (Home Ownership Services) GRADE: Sc.6
DIVISION: Needs and Renewal
SECTION: Home Ownership Services
NAME OF APPLICANT: POST: HOSS 037
CRITERIA:
1. At least 2 years experience of working as office administrator in a busy
office with a residential portfolio open to the public
2. Excellent literacy and numeracy skills with a high attention to detail
3. Experience of and ability to research information, and to co-ordinate
and present information to a high standard to senior officers.
4. Experience of and ability to set up and maintain personnel records, manual
and computerised
5. Experience of handling cash and cheques in office organisation
6. Experience of and ability to use and monitor systems and procedures using
technology and manual means.
7. Ability to deal appropriately with members of the public, in person, in
writing and by phone.
8. Detailed knowledge and experience of Microsoft Office software, in particular
Word and Excel, and a computerised correspondence system such as Respond
9. Ability to communicate effectively to a high standard, verbally and in
writing.
10. Ability to effectively prioritise and organise workloads and meet deadlines,
particularly when faced with changes in priorities.
11. Experience of and ability to collect, analyse and report data and statistics.
12. Experience of and ability to reach standards and meet targets.
13. Experience of and ability to provide efficient administrative support,
including organising meetings, preparation of documents, etc.
14. Experience of and ability to work on own initiative, and be self-motivated
and committed to providing a service.
15. Ability and willingness to work additional hours in peak periods.
16. Experience of and commitment to the implementation of the Council's Equal
Opportunities Policies and procedures.
17. Knowledge of the responsibilities of the Council, managers and staff
in respect of Health and Safety matters.
NAME OF PANEL MEMBER:
SIGNATURE OF PANEL MEMBER: DATE:
source: http://www.camden.gov.uk/jobs/jobs_fr.htm