The Administrative Assistant will provide essential administrative and operational support to ensure the smooth running of the compliance department and wider office functions. This role involves maintaining certification records, liaising with support providers (SPs), handling office communications, and assisting with general office management tasks, including maintaining supplies and supporting senior staff when required. The ideal candidate will be organised, proactive, and capable of multitasking in a fast-paced environment.
1. FLAGE+ Certificate Management:
Track and monitor FLAGE+ certificate expirations*, proactively chasing SPs for renewals to maintain compliance. Update and maintain the FLAGE+ Certificate Management Summary*, ensuring data is accurate and up to date. Liaise with SPs to ensure timely submission of documentation, addressing any queries or missing information.
2. Office Communication & Call Handling:
Answer all incoming calls to the TUK office*, providing professional and courteous assistance. Transfer calls to the appropriate staff members and ensure messages are accurately relayed.
Signpost and direct inquiries from external agencies, including Birmingham City Council (BCC), West Midlands Police, and other partner organisations,to the relevant providers.
Keep a record of key calls and follow up where necessary.
3. New Property Applications Support:
Assist the Managerin processing new property applications*, ensuring all required documentation is collected. Verify application details and flag any incomplete or inaccurate information before submission.
Maintain organised electronic and physical records of applications for easy retrieval.
4. Tenant List Management:
Collect tenant listsfrom all SPs on a cyclical basis to ensure accurate record-keeping.
Organise and store tenant data securely, ensuring compliance with reporting requirements.
Follow up with SPs to resolve any missing or incorrect tenant data.
5. Office & Facilities Management:
Maintain an adequate supply of office supplies*, ordering stock as needed to ensure a well-functioning office environment. Keep common areas tidy and organised, ensuring the office remains a professional and welcoming environment.
6. General Administrative Support:
Maintain accurate digital and physical records, ensuring all compliance documents are properly stored.
Assist with general administrative duties to support the compliance and housing teams.
Prepare reports and update databases related to compliance, certification, and property management.
Qualifications
A positive attitude and willingness to learn new skills.
Good organisational skills and attention to detail to ensure accurate record-keeping.
Good communication and interpersonal skills for handling calls and liaising with SPs and external agencies.
Proficiency in Microsoft Office (Excel, Word, Outlook) for data entry and document management.
Ability to multitask and work efficiently in a busy office environment.
Previous administrative experience, preferably in housing, compliance or office management (preferred).
Other Requirements:
Ability to work independently and as part of a team.
A proactive approach to task management.
A friendly and professional demeanor when interacting with staff and visitors.
This is an great opportunity for an individual looking to play a key administrative role within a compliance-focused company while supporting day-to-day office operations.
Job Types: Full-time, Fixed term contract
Contract length: 12 months
Pay: 24,000.00-25,400.00 per year
Schedule:
Monday to Friday
Work authorisation:
United Kingdom (required)
Work Location: In person