Administrative Officer, Part-Time, 21 hrs

Based at another Tenant Management
Organisation in Bankside SE1.

Salary £33,306 p/year pro rata - £17.79 p/hour
21 hrs per week (3 full days, occasional evenings)

The successful candidate will be employed as lone worker with sole responsibility for managing this estate office on behalf of the TMO which has 110 properties. It is essential that you have strong experience working under your own initiative. Experience working in the voluntary/ public sector, project management and an ability to liaise with committee members, contractors and the local council is desirable. Housing experience preferred but not essential as training can be provided. The workload is varied and is expected to be interesting for a self motivated and conscientious individual.

As an Investor In People and an Equal Opportunities employer The Leathermarket JMB welcomes applications from all areas of the community.

Closing date for applications is Thursday 22nd September 2011. Interviews will be held on Friday 30th September 2011.

For an application pack call 02075251600 or email [email protected]

LEATHERMARKET JMB

Job Title: Administrative Officer, Seconded to Falcon Point

Hours of work: Part Time, 21hrs p/wk
(3 full days, Mon, Weds, Fri – some flexibility)

Location: Falcon Point - Housing Tenant Management
Organisation

Main Purpose of job

To work for the Leathermarket JMB as a lone worker at Falcon Point Tenant Management Organisation in Bankside, London.
To take sole responsibility for managing the office function at Falcon Point TMO.
To support wider business development work by providing an efficient and timely administrative service.

Main duties and responsibilities

Tenancy and Leasehold matters – 20% time
• Writing to tenants/leaseholders regarding arrears and tenancy/ leasehold agreement matters
• Arranging the paperwork for hand-back arrears cases to Southwark Council
• Liaising with London Borough of Southwark re letting empty flats
• Arranging void works with our designated repairs provider

Administration 45% time
• Answering phone, dealing with messages on answer-phone
• Dealing with callers to the office
• Opening post and ensuring mail is dealt with (bills prepared for payment, queries answered)
• Liaising with contractors who need entry to building (communal areas) booking keys out
• Ensuring stationery is ordered and office equipment is serviced
• Delivering information to residents (rent statements or service charge information)
• Preparing invoices for payment (raising payment order and preparing cheques for signatories)
• Liaising with the TMO’s accountant and elected officers of the management group (Chair, Treasurer, Secretary) as necessary
• Arranging interview panel for letting property (phone calls and letters)
• Sole responsibility for running office
• Assisting the committee to respond to planning applications (letter writing etc.)

General tasks - 20%
• Attending occasional meetings (taking notes and reporting back)
• Liaising with community organisations in the area
• Circulating information to Management Committee as needed
• Preparing clear concise reports for the Management Committee (once a month)
• Liaising with the London Borough of Southwark regarding TMO matters

Estate matters - 15%
• Monitoring cleaning service
• Walking around the estate once a week to ensure cleaning and maintenance are being carried out and to pick up work/repairs - arranging any repairs required
• Ensuring health & safety policies are followed in the office and on the estate

This list is not an exhaustive list. The administrator will be expected to carry out any other tasks that facilitate the running of the office and assisting the committee to deliver an efficient service to residents

Person specification

Essential Criteria

Highly motivated self starter

Good organisation skills with excellent time management

Strong experience of working alone under own initiative and managing own workload

Strong problem solving skills – used to dealing sensitively and discretely with face-to-face enquiries

Good communication skills - used to dealing with a wide range of people/organisations

Used to dealing with figures and finance (raising payment orders, checking invoices)

Confident with IT – Windows 7, Word, email etc.

Flexible and adaptable when managing multiple tasks

Strong general admin skills

Desirable Criteria

Housing experience

Leaseholder charging- section 20 experience

Experience of managing small scale contracts (for instance cleaning, lifts or building maintenance)

Experience of working in the voluntary sector –including working with committees

Ability to recognise the appropriate time to seek advice / help from work colleagues or managers

Strong understanding of confidentiality in relation to personal data

Building management experience

An understanding of equal opportunities in the workplace

Please note some training is available to ensure the successful candidate meets the full person specification

Special requirement of the position
1. Personal information (data) relating to staff and residents/clients is covered by the data protection act and must be kept confidential.
2. There will be some evening work required. This will be booked in advance and will be within the total hours worked per week.