Regional Administrator

3 days ago

Wolverhampton, United Kingdom Lotus Sanctuary CIC Full time

Job title:
Regional Administrator

Reports to: Head Office

Regional Operations Manager - Supported Housing

Hours:
37.5 hours per week, 5 days Monday - Friday

**Salary**: £22,000

Job role and purpose:
Lotus Sanctuary is a community interest company. We operate nationally, providing transitional supported housing to vulnerable adults and families at risk of homelessness and private sector rental accommodation. For our supported residents, we provide Intensive Housing Management services which aim to empower residents with the right tools to live independently by managing a tenancy and household. For every person we’ve helped reach independence, we know there are many more that could benefit as the demand for housing out paces the supply. We are constantly expanding our services by growing our housing provision and the number of residents we empower.

Our aim is to end homelessness and the size of our task is what keeps us motivated

Main duties and responsibilities:
The main purpose of this role is to provide administrative support for your allocated region and to ensure that administrative duties and procedures are in line with Lotus Sanctuary requirements and to be the first point of contact for your region.

Main Responsibilities
- Directly supporting your teams to ensure that systems and processes are in place and in line with the organisational requirements.
- To accurately create, maintain and review paperwork, and electronic record systems.
- To create, enter, verify, and review data into the organisation’s management information systems and be able to retrieve and interpret data as necessary.
- To ensure the timely and accurate distribution of information throughout the area as requested.
- To co-ordinate the ordering and purchasing of goods and ensure that all purchases of goods and services follows procedure, including preparing and checking purchase orders.
- Liaising with finance colleagues on matters relating to invoice payment and purchase orders.
- Liaise with contractors as required to facilitate completion of works, delivery of items and processing of invoices.
- Be responsible for the maintenance records and logs of the premises and equipment, referring any issues to relevant departments for example, finance, maintenance, asset management or health and safety for resolution.
- Assist in compiling any data returns as requested by managers.
- To create update and end tenancies on our management systems.
- Ability to create, monitor and organise systems to deliver a streamlined, effective, and efficient administrative service.
- To service meetings as needed, including taking minutes as required and distribution.
- To maintain confidentiality of information, both written and verbal, of volunteer and service user records or confidential or sensitive information.
- Adhere to Lotus Sanctuary’s financial standing orders and always operate within the scheme of delegation.
- Be responsible for reporting any health and safety issues within your sphere of control.
- To actively contribute towards meeting team performance targets in respect of the service.
- Positively promote and represent Lotus Sanctuary at all times, building strong relationships with colleagues to work as part of an integrated team.
- Adhere to Lotus Sanctuary’s Safeguarding and data policies and procedures at all times and comply with legislation and statutory duties and data controls protocols.
- Act in line with, promote and carry out all responsibilities with full regard to Lotus Sanctuary’s Equality and Diversity Policy.

Organisational Responsibilities
- Liaise effectively and develop strong working relationships with a variety of internal departments and statutory and voluntary agencies as needed.
- Comply with Lotus Sanctuary’s Housing Management, Safeguarding, Complaints, Lone Working, GDPR, confidentiality and H&S Policies.
- Undertake other duties as commensurate with the role and as instructed by the Regional Operations Manager/Head of Service.

Essential record keeping
- Ensure all information relating to services are accurate and up to date.
- Provide relevant reports, etc., as required by your Line Manager and others.
- Maintain accurate records of progress towards the achievement of agreed goals for your service.

Health and Safety
- To comply with the Health and Safety at Work etc. Act 1974
- To take responsibility for your own health and safety and that of other persons who may be affected by their own acts or omissions.
- To report any untoward incidents, accidents, illness, or other occurrences which may affect the health or safety of the people we support or employees in accordance with the policies

and procedures.
- To carry out all duties in a healthy and safe manner in accordance with the service’s policy and procedures on Health and Safety, including manual handling, risk assessment and food hygiene.
- Report to line manager any potential health and safety risks identified.

Equality an

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