Administrator

6 months ago

Derby, United Kingdom Omega Recruitment Group Full time

Job Title : Administrator Scale 2

Job Category : Sec / Admin

Category : Agency Workers - temp

Hours Per Week : 37.00

Start Time : 08:00

End Time : 16:30

Derby Homes is in need of an administrator who will support the resources team at Derby Homes. The resources team offers essential assistance to the repairs and maintenance team by providing services such as fleet management, support for out-of-hours repairs, provision of equipment for repair works, key issuance for onsite stores at the London Road depot, and other administrative tasks.

The responsibilities associated with fleet management include: serving as the main point of contact for repairs operatives, whereby they can report vehicle faults and failures, and proactively seek alternative vehicle arrangements to reduce downtime; communicating with the Derby City Council Fleet management department to schedule vehicle repairs, services, MOTs, and driver assessments, while simultaneously monitoring the progress of vehicles in for repairs and those that are ready to be collected; collaborating with the repairs planners to allocate time for vehicles to undergo MOTs and services; reviewing monthly fuel card usage and reporting any anomalies, as well as issuing bearer cards when necessary; ordering and issuing parking permits as needed; generating vehicle tracker reports; handling penalty notices and parking fines; and liaising with third-party garages when required.

Supporting the out of hours service duties include:

- Chase up paperwork from repairs operatives for works carried out during non working hours, ensure these tally to the operatives monthly claim form
- Liaise with the out of hours contractor for any works carried out by them and ensure updates of the job status are provided promptly
- Forward details of out of hours work completed to the customer service team, in order for the jobs to be raised in the system
- Organise cover for out of hours shifts following updates of staff sickness or leavers

London Road depot duties include:

- Issuing and recording of small plant and equipment required by repairs operatives
- Perform weekly stock count of plant and equipment required for out of hours situations
- Issuing of keys for onsite stores as required
- Deal with any deliveries to reception in relation to the Resources

General Admin Duties include:

- Update various teams following leaver notifications
- Raising purchase orders as needed
- Scanning, sending and saving of documents
- Assist other members in the team with contacting tenants to discuss satisfaction surveys
- Any other office duties as required

Skills required for the role:
Strong communication skills

Ability to use Excel spreadsheets

Team player

Ability to prioritise

Ability to multitask

The role is office based and the office needs to be covered between the hours of 8am and 4:30pm, this is done on a rota basis between the other 2 people in the team.

Work Experience Experience of providing administrative support to a large multi-disciplinary team. Experience of being part of a team providing a customer focussed service. Experience of using a computer for word processing and creating / maintaining databases to produce reports. Experience of document management and developing and administering support procedures. Experience of operating filing systems. Experience of specialist software systems including Archibus CAFM / CMIS and Permit to Work systems. Experience of the processes and terms used in the Supply chain and project management. Experience of Financial / Project admin. Experience of drafting letters / memos and minuting meetings. Education / Qualifications A range of GCSE’s including English Language and Maths (minimum grade C) or appropriate equivalent, or significant experiential learning. Degree qualification. Microsoft qualification or similar in use of spreadsheets / word processing. Skills / Abilities Excellent organisational skills, accuracy and attention to detail. Experience of using a variety of IT packages including Microsoft Outlook, Word and Excel. Excellent oral and written communication skills. Flexible in approach to work and ability to see tasks through to completion. Ability to deal with conflicting and challenging situations. Ability to work independently and as part of a team.

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