administrative assistant City of Westminster, England

Look Ahead Housing and Care

Full Time City of Westminster, England 26000 - 12.04 GBP ANNUAL Today

Job description

Job profile

The job requirements are detailed below. Where applicable the skills, qualifications and memberships required for this job have also been included.

Job details

Job reference

REQ004802

Date posted

30/05/2023

Application closing date

13/06/2023

Location

Westminster

Salary

£26,000.00 per annum

Package

Benefits include 25 days Annual Leave, pension schemes, staff discounts, healthcare and career progression.

Contractual hours

Basis

Full time

Job category/type

Full Time, Permanent

Repairs and Invoice Administrator

Job description

We’re looking for a Repairs and Invoice Administrator to join our Property Services Team, located at our Head Office in Westminster.

£26,000.00 per annum, working 40 hours per week. Benefits include 25 days Annual Leave, pension schemes, staff discounts, healthcare and career progression.

Want to feel like you’re part of one team? You’ll feel at home here.

Making you feel at home here means helping you thrive in every way. That’s why we offer a wide range of benefits, award-winning Learning & Development and a culture that welcomes all. These aren’t token gestures - we’ve thought long and hard about how best to support our team. After all, our people are doing something amazing: helping to transform lives every day.

Look Ahead Care and Support own and manage a mixed portfolio of properties across London and the Home Counties. The organisation accommodates customers with a range of support needs.

The Repairs and Invoice Administrator is responsible for administering the repair and maintenance service provided to tenants. In addition, the postholder will also be responsible for the timely processing and payment of all invoices related to repairs and voids maintenance. The service is underpinned by a culture of first-time resolution for repairs, enquiries, requests, and complaints and carrying out related administration and monitoring.

The Invoicing Administrator will perform administrative duties across the service and wider Property Services directorate.

The post holder’s main duties and priorities will focus on repairs and voids maintenance invoice administration and general administrative functions such as correspondence, filling, room bookings, inspection appointment bookings and customer satisfaction Surveys.

This role requires a valid Right to Work for the UK as Look Ahead are not a sponsoring organisation.

What you’ll do:

Customer Service

Culture of “first time resolution” , “ Excellent Customer Service” and “Can do attitude”

Repairs and Voids Administration

Checking and processing all repairs and void invoices received in relation to maintenance within required timescales and in accordance with contract and financial standing orders.
Checking Invoices and undertaking investigations which exceed agreed variation limits, quoted values or outside of agreed processes.
Ensuring budget approvers have sufficient information to authorise invoices.
Approving invoices within approved limits
Maintain a database to monitor queried and / or disputed invoices.
Liaison with the Customer Contact Centre, Voids Team, and Inspections Team to check invoice of work orders carried out.
Liaison with the Finance Team on invoicing processing matters
To store and maintain invoices on the Shared drive and outlook.
To ensure once invoices are completed to be delivered to Purchase Ledger
Issuing and completing Customer Satisfaction surveys to tenants.

Communication/ Liaison

To produce correspondence or documentation to be sent internally or externally. To include letters relating to maintenance works and enquiries.
Liaising with contractors, consultants, customers, staff, and external stakeholder
Meetings with Finance to discuss weekly position of Contractor Accounts and expected payments.

Reports

Supporting the compilation of reports on outstanding invoices
Assist in identifying and compiling accruals for year end.

General Admin

General administration tasks and duties
To attend meetings, compile and produce meeting minutes for distribution.
To maintain files either in paper or electronic format to include all correspondence, certificates and documentation and file accordingly including file stream.

Systems

Accurate data entry. Updating records within the housing management system (CX) and other databases
Maintaining and leading on the upkeep of CX systems from a property repairs administration perspective

Other

To ensure that all duties are carried out in accordance with policy and operational and financial procedures.
Attend internal and external meetings as required.
Provide cover to other administrative posts within the team/ directorate as and when required.
Support Volunteers, Trainees and work experience placements

This is not an exhaustive list of all the duties and responsibilities that may be required from time to time and is subject to change in accordance with the needs of Look Ahead

About you:

Has excellent customer services skills

Has excellent communication and influencing skills, enthusing others to adopt creative and innovative practice

Excellent administration skills

Enjoys social interaction with others.

Approachable and open behaviour

Is fundamentally calm and resilient, does not let emotion adversely affect them or obscure their judgement.

Has a practical and logical mind and is naturally well organised.

Respectful, articulate, and sensitive in style of communication

Is motivated towards excellence and improvement of personal performance with a can-do attitude.

Ability to problem solve and use own initiative.

Highly organised, can work with clear timeframes and good attention to detail.

Understands technical and complex information.

What you’ll bring:

Essential:

Education

Educated up to a relevant qualification In English and Maths

Relevant qualification or experience in administration.

Experience

Experience of working in a customer focused service environment

Excellent interpersonal skills and the ability to communicate well with customers and contractors both verbally and in writing.

Experience of working collaboratively with colleagues and interdepartmental

Track record of meeting targets in challenging circumstances.

Desirable:

Skills

Good understanding of housing management software, database administration, or Microsoft excel.

Good analytical and problem-solving skills, with an eye to detail.

Robust administrative and organisational skills

Ability to manage multiple administrative tasks and stakeholders.

Organised and can deliver within agreed timescales.

Numerical skills and financial awareness

Ability to work independently and collaboratively in a team environment.

About us:

Look Ahead is a dynamic, leading, not-for-profit care and support provider in London and the South East. As an organisation we deliver over 110 services, providing support to around 7000 customers each year. We work across mental health, homelessness, young people and learning disabilities so there are plenty of opportunities to grow and progress your career with us.

Look Ahead is committed to safeguarding and promoting the welfare of children and adults at risk, and expects all employees, workers and volunteers to share this commitment.

If your application for this role is unsuccessful, but we feel that you would be suitable for another role, we may contact you to discuss alternative opportunities. If this occurs you would not need to submit another application for the alternative role.

We reserve the right to close this advert early if we are able to appoint to the vacancy before the advertised closed date.

We are committed to diversity and inclusion at work and are accredited with Silver in the Inclusive Employers Standard 2021. We are a proud member of the Employers Domestic Abuse Covenant and encourage applications from a diverse range of applicants of all backgrounds.

About Look Ahead Housing and Care

CEO: Chris Hampson
Revenue: $25 to $50 million (USD)
Size: 501 to 1000 Employees
Type: Non-profit Organisation
Website: www.lookahead.org.uk
Year Founded: 1973

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