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Helpdesk Administrative Assistant

Salary and grade: £13,347.05 PT per annum, Grade 3

Duration of role: Permanent

Hours per week: 20

Location: Abbey House / Hybrid working

About the role and what we’re looking for

The aim of the Property Team is to ensure that all properties are maintained safely, the facilities that we manage are run efficiently, and that we ensure customer service and best practice are given priority. The property administration assistant will play a proactive support role to

the helpdesk and post room, and provide customer service for the property team by:

Main duties and responsibilities

• 
  Answering telephone, postal and email enquiries, prioritising requests and allocating tasks.
• Ensuring that customer care, efficient call management and good working relationships are maintained with all property service stakeholders
• Support safe working practice through sub-contractor management, and proactive reporting of near miss or close call incidents
• Ensuring that accurate and appropriate records are kept and updated using both IT and manual systems, ensuring that confidentiality and data protection are observed
• Processing of purchase orders, invoices and bills, receipts, recharges and service charges accurately
• Monitoring and ordering consumables for the general stock at Abbey House and ensuring they are always available for officer use.
• Ensuring that the post room KPIs are always met, including periods around elections and high mail volumes
• Provide support to the property team through the use of IT to add or retrieve documentation, to investigate property issues through the use of GIS and Land Registry searches, Unit 4, Concerto or service folders.
• To provide both first aid and fire warden cover, along with the team.
• To be available to provide cover for the helpdesk and post room through a rota to maintain an 8:30-17:00 service Monday to Thursday and 8:30- 16:30 service on Fridays.
• The post will be required to attend Abbey House for two full days a week to provide rota cover, with the remainder of the hours able to be worked from home – subject to office cover being available.
• The duties may vary from time to time without changing the nature of the post or the level of responsibility and the post holder may also be required to carry out any other duties appropriate to the grading of the post.

Your essential skills, knowledge and experience

• 
  You must be able to provide rota cover between 8:30 and 17:00 through flexible working
• Experience of dealing with customers by telephone and email
• Ability to stay calm in order to address a reactive task and manage it to a safe conclusion
• Ability to use IT packages - email, word and excel
• Good oral and written communication skills
• Strength of character to uphold good health and safety practice
• Good interpersonal skills and a desire to enhance customer service
• Understanding of confidentiality and business sensitivity
• Ability to work in a team and to act independently to provide solutions

Your essential qualifications

• 
  A-C GCSE in Mathematics and English or equivalent level of qualification

If you have the following experience or qualifications – it’s a bonus

• Health and Safety knowledge
• Customer service experience
• Experience of postal sorting and franking
• Ability to use IT systems including Concerto, Unit 4, SALTO, GIS and Land registry
• Administration support experience
• Financial or accountancy support
• Familiarity with both districts

Your style and behaviours

• 
  Strength of character to ensure safety and security first
• Enthusiastic and positive attitude
• Commitment to ensure and enhance customer care
• Commitment to best practice
• Ability to cope with reactive or stressful situations calmly
• Positive approach to personal and professional development
• Commitment to ensure customer service is anti-discriminatory and provides best access to stakeholders
• Professional appearance and manner

About Us

Our Vision:

We strive to be customer-focused, approachable, and business-like. We value honesty, openness, and the provision of high-quality, cost-effective services.

Our Values:

• 
  Acting with integrity and showing respect.
• Being accountable.
• Having passion for our business.
• Striving for simplicity.
• Celebrating success.

The Benefits We Offer:

• 
  Basic 24 days annual leave per annum, rising to 29 days after five years, plus bank holidays and time off between Christmas and New Year.
• Salary pay awards, with potential for increases after six months or the following April, and annual salary reviews.
• Generous career average pension scheme, including life insurance.
• Opportunity to purchase a bike through Cyclescheme.
• Salary sacrifice car lease scheme.
• Various schemes to promote health and well-being.
• Two days per year for volunteering within the local community.