Service Administrator London, England
Job description
Service Administrator
Birchtree Housing CIC provides accommodation and support to vulnerable single adults, who
present with support needs. The Role of the Service Administrator is to ensure that
administrative procedure and the office are working smoothly and efficiently. This role is
expected to cover the following duties:
Client/Service User related:
1. To complete client housing benefit applications online and liaise with the housing
benefit department as and when necessary. Housing benefit applications must be
submitted within 48 hours (2 working days) of placement.
2. Write letters using existing and drafting new templates as requested by the Service
Manager and/or Directors.
3. Contacting and liaising with Clients to ensure that all necessary information required
for a Housing Benefit application is available. Including making sure that proof of
benefits has been verified.
Referral and Assessment Administration:
4. Monitor the referrals coming in on a daily basis.
5. Support the Referral and Assessment Officer with all administrative duties and
particularly to be able to cover in times of annual leave or sickness.
6. Prepare Assessment documents for the Referral and Assessment Officer as requested.
7. Prepare the signup documentation and ensure that the document folder is full and
easily accessible to the rest of the team.
8. Collect the completed signup documents from the relevant team, it will be your
responsibility to ensure that all necessary paperwork has been signed and filed
appropriately.
9. You will be expected to liaise with the clients and the referrers to schedule
assessment, sign ups and move ins as appropriate, informing the relevant teams of
scheduled appointments.
10. On occasion the Assessment officer may ask you to contact the referrer and or the
client for further information to ensure that a full and comprehensive assessment is
completed.
Client Files:
11. Create new client digital files on 365 and hard copy paper files
12. Review digital and hard copy client files ensuring that all personal information is up to
date, relevant and filed correctly.
Service Administrator Job Specifications/Birchtree Housing/May 2020/AC
13. Archive and or Dispose of ex-client files and personal data, for guidance, the
Company’s Retention of Information Policy and Procedure should be used together
with GDPR.
Monitoring, updating and recording:
14. Update Service User mobile numbers on the office mobile
15. Update the occupancy log and inform Housing Benefit of any changes. Placements
must be reported to HB immediately.
16. Monitor the occupancy log and create a spreadsheet of when a Service User’s
probationary period is over, updating the relevant Support Coordinator on a monthly
basis.
17. Create an audit spreadsheet of Service User Files and undertake regular audits
(quarterly) and provide reports at the end of each audit, to the Director of Operations
and or Service Manager.
18. Review and update the empty room log on a daily basis, informing the relevant staff
when necessary.
19. Update Property List for staff on office notice board adding new properties.
20. Update Service User All documents – adding all new service users – and informing the
Property and Finance Team of new service users.
21. Record move arounds – when service users have been moved to another room within
the service, and to change all documents accordingly.
22. To provide Management with reports on Administration practices as and when
required.
General Office Duties:
23. Answer phone calls: take clear messages for colleagues ensuring that if call backs are
required, that you have taken the relevant telephone numbers. To also add
conversations to the relevant contact logs.
24. Collect correspondence and packages from reception and distribute accordingly.
25. To deal with any correspondence collected from properties that are no longer valid.
To send back or to dispose of accordingly.
26. To manage stationery, stock check regularly. Submit stationery requests to finance
team.
27. Ensure that the office is kept clean and tidy for health and safety purposes, at all times,
informing your Line Manager of any concerns.
28. Clear the Shredding tray on a daily basis.
29. Ensure that there are no sensitive information documents left in the printer tray or on
any desk at the end of the day. That any such documentation is locked away.
30. Ensure that drink/snack area of the office is kept clean and tidy at all times.
31. And anything else that is required to ensure the smooth running of the Support
Service.
Job Type: Full-time
Salary: £30,000.00-£35,000.00 per year
Schedule:
- Monday to Friday
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (required)
Language:
- English (preferred)
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
