Job Description

- The role is to ensure that all operational processes are place supporting the CEO and whole team to provide a service that meets the needs of all the individuals its supports along with ensuring the health and safety of everyone.

Key measures of the outputs are: -

Provide office administration support:

Manage and monitor the main office 9 - 2pm Monday to Friday

Receive visitors and book in following all Health & Safety regulations Use Person Centred Software to create personal files for residents and work with the management team to ensure the information is up to date and accurate. Update Emergency Folders as new residents move in and old residents leave Monitor all Emails, letters and any other written correspondence Attend weekly team meeting and when required attend weekly planning meetings. Record notes and type up meeting minutes from Team meetings, staff meetings, weekly handover, House meetings and resident's meetings Update weekly capacity tracker Audit monthly finance sheets for citizens who require support with their finances Keep a record in the main diary of all appointments
Answer telephone and record messages

Support the management team to complete and submit housing benefit applications

Liaise with support staff, managers, maintenance team, housekeeping team and residents on a daily basis to ensure the smooth running of the organisation.

Record all annual leave, sickness and other leave on Sage

Keep a record of all HR activities, reporting to the manager any outstanding training, supervisions or appraisals on Sage

Complete Shift Rotas on sage

Completed weekly audit in line with the rest of the team.

Support the management team with the weekly audit checks completed by support staff responding to any allocated actions specific to your role

Support the social media platforms providing PowerPoint presentations on outcomes from the activities and feedback communications

Update rent weekly and provide citizens with up to date statements and also notify Housing Team of any outstanding rent arrears.

Check expenses in line with agreed template to ensure they have been completed accurately and submit to management for payment

Complete monthly finance breakdowns for Housing related costs, rent contributions and care costs

Special requirements (tools and equipment used, external contacts etc.)

Interpersonal skills must be good. Excellent organisational skills

Other Features of job (shifts, travel, working conditions etc.)

Office based but may be requested to travel locally in support of management meetings, house meetings and residents' meetings Concessionary break of 45 mins (Monitored Line Manager) Hourly rate 12.41

Location of Job:

To work in main office at -

Maderia House, 85 Bunbury Rd, Northfield, Birmingham B31 2ET

Education, qualifications and special training

Essential

Office administration experience

Desirable

Formal business administration qualification (NVQ2/3)

Experience & Knowledge:

Essential

Office administration experience

Work Based Competencies

Essential

Good Interpersonal skills

Good organisational skills

IT skills

Social Media skills

Desirable

Good Literacy and numeracy

Behavioural Competencies

Essential

Professional demeanour

Work within teams Assertive and kind nature
_

Desirable

_

Calm under pressure

Overall purpose of job:

Summary

In line with the organisations Mission, Values and Vision all care and support will be provided support with:

Dignity & Respect - this means that staff need to accept and respect people's individuality, take time to listen and treat people with dignity & Respect regardless of their culture, religion, age, race, sexual orientation, or disability Commitment to quality care and support - this means staff must give the people who need care and support their full attention, have the courage to speak up and challenge others where they have concerns about the quality or safety of care being provided Working together - this means that staff must commit to working with and supporting others as part of a team, empower, encourage, and enable people who need care and support and other staff to do things for themselves and to make their own decisions Learning and Reflection - this means staff are honest and transparent and not afraid to say when they have done something wrong, commit to learning and developing themselves, support. Coach and mentor people who need care and support and/or other staff to enable them to learn new skills and increase self-esteem and are open to learning from others and willing to share knowledge of best practice.
Job Type: Full-time

Pay: 12.41 per hour

Expected hours: 25 per week

Schedule:

Monday to Friday
Language:

English (required)
Work Location: In person

Reference ID: Administration Assistant
Expected start date: 16/06/2025