Admin & Visiting Assistant

2 weeks ago

London, United Kingdom Bridge of Hope Full time

**JOB TITLE**: Admin & Visiting Assistant
**LOCATION**: Wandsworth, SW18 4LH (1 day remote, after training)
**PAY RATE**: £17.56 paye / £21.80 umbrella (per hour)
**START DATE**: ASAP
**DURATION/Hours**: 3-month initial contract/ 36 hours a week (Mon-Fri, 9-5)

**Role purpose**:
To provide supervisory and senior lead to estate services non-residential team utilising the departments computerised housing management system (NPS), document management and other IT systems. Duties include assisting other estate services admin staff, decision making and general office telephone and admin enquiries to also provide the department lead on graffiti removal, the rental of non-residential units and issue of contractor parking permits.

**Duties & responsibilities**:

- Responsible to the Senior Administrative Officer (SO2) for the provision

of comprehensive technical and administrative support to professional staff in the estate services admin team.
- In complex cases deals with other departments and various organisations such as estate managers, area housing managers and senior admin officers, maintenance contractors and Co-ops staff, cleaning supervisors and Wandsworth Emergency Control
- Assist in providing written responses to members enquiries.
- Liaises with contractor's other support services on a regular daily basis. Frequently requests contractors' attendance on urgent jobs. Chases contractors and answers their queries with regards to the services they provide including variation orders and overdue jobs.
- Make decisions daily which have a significant impact on the service provided to the residents and members of the public borough wide.
- To create and provide statistics on graffiti clearance and non-residential rental when requested.
- To organise, develop and monitor the departments involvement in the Junior Citizens Scheme and Dangerous Theatre Company. This includes attending annual meetings associated with the service.
- Issues repair orders to maintenance and specialist contractors ensuring accuracy of schedule coding. Makes appointments with residents as necessary under the repair's appointment scheme. Issues inspection requests in cases where repairs require pre-inspection.
- Monitors contractors' performance by producing periodical statistics regarding orders over target date, disputes and outstanding invoices producing reports and following up with appropriate action. Requests additional information of works and finished dates as well as, assisting with requests for time extensions for incomplete jobs outside of target dates.
- Maintains the contract filing and document management system and staff with day to day filing of contract information for work projects undertaken by the department taking great care when collating files.
- Ensures that the internal computer recording system and all other relevant records are kept up to date and processed swiftly and accurately in line with procedures, particularly in relation to urgent repairs.
- Check invoices for accuracy ensuring the scheduled items on the order match those on the invoice and where this is not the case ensure appropriate variations are raised and approved or invoice disputed.
- Assists the issue of parking permits for staff and contractors.
- Assists in the overall provision of the graffiti removal service, processing orders and payments to contractors, keeping office and administrative procedures up to date.

**Knowledge, skills & experience**:

- A knowledge and understanding of ordering works and services and invoicing processes.
- Experience of general administrative duties maintaining general office and electronic records.
- Experience of using and interrogating various IT systems including, Microsoft Office, particularly Word and Excel.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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