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Reception (Rent & Licence Admin Support)

4 months ago

Cardiff, United Kingdom YMCA Cardiff Full time

**JOB TITLE**: Rent & Licence Admin Officer

**RESPONSIBLE TO**: Senior Rent & Licence Officer

**HOURS**: Average of 37½ hours per week on rota of 7.00am - 3.00pm and 12.15pm - 8.15pm shift over 7 days a week. Weekends Included (4 week shift pattern) including Bank Holidays.

**ORGANISATIONAL AIMS**:
1. To provide temporary hostel accommodation to homeless people

2. To develop a range of accommodation options and individual capacity building

3. To manage the Association and its projects with good practice and within statutory guidance.

**OUR VALUES**:
Because we CARE and have COMPASSION we want to MAKE A DIFFERENCE.

Our aim is to EMPOWER and SUPPORT people.

We do this with RESPECT and EMPATHY, mindful of the EQUALITY of all.

**MAIN PURPOSE OF JOB**:
Working in a team where you will be the first point of contact, dealing with services users and visitors to the building. You will work in a psychologically informed way and ensuring every contact counts. You will provide administrative support to the Rent & Licence team.

**Main Duties**

**1. To be part of a team that is the first point of contact within YMCA Cardiff Group. Specific responsibilities**:
a) To operate the telephone switchboard in a professional manner ensuring all enquiries are dealt with, ensuring all messages are clearly recorded and promptly forwarded

b) To accurately complete the banking procedure.

c) To ensure accurate records are maintained of service user keys and all visitors are signed into the building.

d) To take an active role in assisting the Duty officer in the event of a fire emergency

e) To record and distribute internal and external mail accurately as per procedure, including the correct franking of the Associations mail for the group.

f) To take an active role in the completion of medical information for service users, ensuring I.D. photograph is taken promptly.

**2. To assist with administration tasks of the rent and licence team. Specific responsibilities**:
a) To assist with administration duties such as letter writing, photocopy, paper file checks and filing.

b) To remove ex -service users’ files and file appropriately.

c) To archive paperwork in accordance with retention procedures.

d) To assist with service user surveys.

e) To provide administrative support as requested to ensure the smooth and efficient running of the rent and licence team.

**3. To carry out other duties that reasonably fall within the scope of the post: -**

a) Responding to emergencies / crisis.

b) Attendance at meetings deemed appropriate by the Senior Rent & Licence Officer.

c) Participation in training and supervision.

d) Assisting with jobs that usually fall to another member of staff but in whose absence, failure to carry out the work would present a risk or offence to others or would be detrimental to the organisations’ service provision.

e) You must work constructively with other departments within the YMCA Cardiff Group.

f) To adhere to and be aware of the associations policies and procedures, including GDPR, code of conduct, Health & Safety and Equal Opportunities.

g) To be able to respect the Christian ethos of the YMCA and uphold its values.

**PERSON SPECIFICATION**

**JOB TITLE: Rent and Licence Amin Officer**

**ESSENTIAL**

**EDUCATION**

GCSEs or equivalent in English and Maths

**KNOWLEDGE / EXPERIENCE**

Experience working in a similar field (e.g. reception)

**SKILLS**

Good verbal and written communication skills

Administrative and IT skills.

Ability to work independently and as part of a team

Ability to work unsupervised

Ability to relate to people from a wide range of backgrounds

Assertiveness

Ability to remain calm under pressure

Organisational and time management skills

**ATTITUDE**

Professional approach to confidentiality, boundaries and anti-discriminatory practice

Reliable, dependable, punctual and flexible

To respect the Christian ethos of the YMCA and uphold its values

**OTHER**

Be able to demonstrate our core values of respect, empathy and equality in daily work

**DESIRABLE**

**EDUCATION**

NVQ Customer Services

**KNOWLEDGE / EXPERIENCE**

Understanding of homelessness and housing problems.

**OTHER**

Ability to speak welsh

Driver with own transport

**Salary**: From £19,841.00 per year

**Benefits**:

- Additional leave
- Company events
- Company pension
- Cycle to work scheme
- Employee discount
- Life insurance
- On-site parking
- Private medical insurance
- Sick pay
- Wellness programme

Schedule:

- 8 hour shift
- Monday to Friday
- Weekend availability

COVID-19 considerations:
Following Government Guidelines

**Experience**:

- in a similar role: 1 year (preferred)

Work Location: One location

Application deadline: 10/02/2023