37 hours per week Fixed term contract until 29 March 2019

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1 Alan Brunt

2 Alan Brunt

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5 Job Advert Administrative Officer Property Services x 2 17,087-19,696 salary per annum 37 hours per week Fixed term contract until 29 March 2019 Do you have strong administrative and IT skills? Are you organised and able to manage your own time in order to assist in the delivery of an excellent administrative service? If you enjoy a challenge in a dynamic, ever-changing environment then this may be the opportunity for you. You will be working with the repairs administration team to provide an excellent service to tenants, residents and our property services teams such as Major Works and Responsive Repairs, making sure that we deliver on our commitment to them. You ll be dealing with enquiries and making sure that they re passed on to the right person, as well as making sure that records are kept up to date and that our systems are maintained. As an administrative officer in our property services team you will be dealing with repairs teams, trades staff, contractors, partner organisations, membership and the general public on a daily basis, engaging with them and ensuring that their queries are dealt with. You will also be using our specialist repairs and document management ICT systems, possessing accurate timely data entry skills are a must. It would be advantageous to have experience supporting fleet management such as vehicle breakdowns, servicing and MOT s, vehicle tracking and/or a knowledge of the duty of care functions in the repairs and maintenance sector of social housing, providing administrative support for domestic electrical inspection and testing regimes, maintaining asbestos registers and administration of fire safety processes. However if you do not have this expert experience please apply if you are able to meet the person specification as full training will be provided. You will have excellent organisational and communication skills, and knowledge of the building maintenance sector is advantageous. You will have a positive attitude and approach to problem solving, and a keen eye for detail. Your experience of using ICT packages, coupled with your enthusiasm and positive outlook will ensure that you provide a first-class administration service. For permanent members of staff, an expression of interest is required.for an application pack please visit our website at recruitment@bronafon.org.uk or contact Human Resources on and leave a message. CVs will not be accepted. Closing Date: 12 noon Friday 29 June 2018 Interview Date: Friday 13 July 2018

6 Job Description and Person Specification Job title: Administrative Officer Property Services Responsible to: Senior Administrative Officer Grade: Grade 4 (SCP ) - 17,087-19,696 Location: Llantarnam Industrial Park, Cwmbran, South Wales, NP44 3AB Contract type: Fixed Term until 29 March 2019 Job Purpose 1. Support the development and efficient delivery of all administrative functions within Property, providing support to the team to help ensure that Bron Afon delivers on its commitments to tenants, leaseholders and residents. 2. Ensure the efficient and effective running of the Property function, through providing a high quality office administration service, including, scanning, filing, minute taking, typing and word processing, from audio or copy material using appropriate technology. 3. Contribute to the development of excellent services by positively engaging with, responding to and resolving enquiries and complaints raised by Bron Afon members, tenants, residents, members of the public, Councillors and other professionals. Key Responsibilities 1. Implementing the Bron Afon Community Mutual Model 1.1. Support the development and delivery of an efficient and effective administration function, within the Property service area and other divisions and teams as required Undertake as directed key projects to support the achievement of business objectives for Bron Afon and the wider community Work efficiently and effectively across Bron Afon service areas to ensure that excellent working relationships are developed and maintained between individuals, teams and service areas. 2. Property 2.1 Assist in the planning and implementation of administrative systems to allow Property Housing to inform and support all aspects of service development and delivery, conforming to legal and regulatory requirements. 2.2 Deal effectively and efficiently with telephone calls and personal queries, seeking the assistance of colleagues where necessary and accurately recording and/or acting upon message as appropriate, ensuring at all times that return telephone calls are made.

7 2.3 Research, originate and produce routine documentation in accordance with the organisational requirements and corporate style. 2.4 Maintain information systems conforming to legal and regulatory requirements, particularly those covering the security and confidentiality of records. 2.5 Support, develop and operate an effective filing system through hard copies and or IT systems, and be responsible for ensuring systems are maintained appropriately Contribute to the performance of the Team by participating positively in 121 s, service planning and the team meeting process. 3. Governance, Regulation and Conduct 3.1. Demonstrate the highest personal standards of integrity, conduct and values consistent with Bron Afon s vision and values Effectively maximise the use of all premises and ICT provision maintaining compliance with all data protection and data analysis requirements Promote and uphold Bron Afon s Code of Conduct, Equality and Diversity Policy and other key policies and procedures notably ensuring compliance to Health and Safety policies and practice across the service Carry out such other duties and responsibilities consistent with those set out in the above job description and accept that this job description will be the subject of regular review.

8 Person Specification Administrative Officer Criteria Evidence required Selection methodology A I P Qualifications, knowledge and understanding Knowledge of office administration Relevant word processing qualification i.e. CLAIT, ECDL or equivalent Experience Experience of undertaking general administration duties and working to a high standard Experiencing of prioritising own workload in order to maximise time and resources available Experience of using information technology including word processing, spreadsheets, and power point Experience of inputting high volumes of data into I.T. systems, accurately and efficiently Skills and Abilities Proven ability to build positive relationships and creatively work to resolve problems with other staff, members, tenants and residents Skilled communicator who can relate and engage with people at all levels within the organisation, members of the public and external agencies Ability to think laterally and analyse/solve problems knowing when to seek support and work accurately to tight deadlines Good communication skills- both written and verbal Personal Qualities A positive and enthusiastic individual who is self-motivated and uses own initiative Proven commitment to equality of opportunity and diversity of employment and service delivery An effective time manager who can respond quickly to changing demands and conditions Someone who can see projects through and recognises the need to attend to detail

9 Calm and resourceful in difficult situations with the ability to work accurately to tight deadlines Confidential and trustworthy individual who knows when and where information should be shared Team player who enjoys sharing and working with others Flexibility to work outside of standard office hours The ability to speak Welsh is a desirable criterion for this post A=application I= interview p=probation

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