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We are looking for an Administration Officer to work closely and support our Domestic Violence and Abuse (DVA) team. This is a fantastic opportunity for someone who wants their work to mean something and to help those who need it most.

H4W have been providing support to the women and children of Greenwich for over 40 years. We provide somewhere safe for the women/children to live free from abuse, we advocate on their behalf and provide support at the time when they need it most: to enable them to move forward and build a new life.

This is an opportunity to join a passionate, hardworking and close-knit team who are committed to putting an end to domestic and sexual abuse

Key responsibilities will include:

• Delivery of services to the team, ensuring effective reporting to the DVA Manager as appropriate
• Drafting and modifying letters and other documents as necessary
• Support the team in answering telephones and taking messages
• Develop and maintain electronic and hard copy filing system
• Maintain administrative systems and update as necessary
• Schedule and coordinate meetings, agendas, appointments and travel arrangements for the team as required
• Manage and support small projects as may be required from time to time.

To be successful in this role you will require:

• Strong administrative background
• Good general standard of numeracy and literacy.
• Experience of developing administration systems.
• Experience of developing and maintaining databases.

Candidates interested in applying should attach a cover letter outlining how they meet the essential criteria specified in the job ad as well as how they think they meet Housing for Women’s EPIC values.

Housing for Women is an independent organisation and we support women in London to challenge the inequalities they face. As a charity and a registered housing association, we are proud to have housed London’s women for 85 years; providing secure, affordable housing and related services to help them make the most of the opportunities they have.

This post is subject to an enhanced DBS check and open to women only. (Exempt under the Equality Act 2010 Schedule 9, Part 1).

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Overall Aim

To provide effective and efficient central Administrative, IT and Finance support to the DVA Services Team.

Key Responsibilities

• Responsible for the delivery of services to the team, ensuring effective reporting to the Manager as appropriate
• Responsible for, high standards of customer care.
• To act in accordance with the values and aims of Housing for Women
• To promote and implement Housing for Women’s policies and procedures

Key result areas

1. Administrative/logistic support to DVA services team: 

• Drafting and modifying letters and other documents as necessary 
• Support the team in answering telephones and taking messages 
• Develop and maintain electronic and hard copy filing system 
• Maintain administrative systems and update as necessary 
• Schedule and coordinate meetings, agendas, appointments and travel arrangements for the team as required 
• Record, compile, transcribe and distribute minutes of meetings 
• Collect, record and distribute incoming and outgoing mail 
• Maintain stationery, stock and office supplies 
• Researching and purchasing of items required by staff in the Refuges 
• Coordinate maintenance of office equipment 
• Coordinate the reporting of Maintenance Repairs with Head office. 
• Coordinating the statistical returns for commissioners, funders and owning landlords 
• Liaise with the HR department at Head office re absence, annual leave, training etc.

2. Finance support to the DVA services team in liaison with the central finance department: 

• Reviewing residents accounts 
• Assisting DVA services team with resident’s accounts queries including housing benefit 
• Assisting DVA services team to prepare information for Head Office including voids information 
• Reviewing information from Head Office and reporting information to DVA services team 
• Reporting on arrears to refuge manager 
• Assist with financial returns 
• Liaise with the finance team at Head Office regarding petty cash, invoicing and keeping an electronic audit trail of spent monies etc.

3. Provide basic IT support to the Hostels: 

• First point of contact for DVA services team IT queries, including basic training 
• Designing spread sheets / word templates for use by the DVA services team 
• Assisting DVA services team with Microsoft Office (Word, Excel, Power Point) 
• Reporting to Head Office on IT issues / requirements at DVA services 
• Assisting with data entry, logging information to IT systems (Gateway) etc. 
• Basic network maintenance as directed by the IT Director

4. Other duties 

• Manage and support small projects as may be required from time to time. 
• To attend meetings, conferences, courses and training sessions as deemed necessary. 
• Undertake all duties in accordance with the Association’s policies and procedures. 
• The role requires flexible working during the day, evenings, weekends and holidays as required by the service. 
• Undertake any other duties as required by the manager.

No job description can be entirely comprehensive and the post holder will be expected to carry out such duties as may be required from time to time and are broadly consistent with the job description.

All staff should be aware of the Association’s risk management policy and undertake their duties in accordance with risk management procedures in place. Staff are encouraged to discuss with their line managers ways in which controls and procedures can be improved.

The job description will be subject to annual review in the light of the project’s development.

Please also be aware of and follow Housing for Women’s policies and procedures, with particular attention to health and safety, equality and diversity and customer service excellence. To further your development and knowledge you will be expected to attend training as necessary.

Housing for Women reserves the right to amend this role profile as necessary, after consultation with the postholder, to reflect changes in or to the role.