Service Administrator

1 week ago

London, United Kingdom BIRCHTREE HOUSING Full time

**Service Administrator**

Birchtree Housing CIC provides accommodation and support to vulnerable single adults, who

present with support needs. The Role of the Service Administrator is to ensure that

administrative procedure and the office are working smoothly and efficiently. This role is

expected to cover the following duties:
**Client/Service User related**:
submitted within 48 hours (2 working days) of placement.

2. Write letters using existing and drafting new templates as requested by the Service

Manager and/or Directors.

3. Contacting and liaising with Clients to ensure that all necessary information required

benefits has been verified.

**Referral and Assessment Administration**:
4. Monitor the referrals coming in on a daily basis.

5. Support the Referral and Assessment Officer with all administrative duties and

particularly to be able to cover in times of annual leave or sickness.

6. Prepare Assessment documents for the Referral and Assessment Officer as requested.

7. Prepare the signup documentation and ensure that the document folder is full and

easily accessible to the rest of the team.

8. Collect the completed signup documents from the relevant team, it will be your

responsibility to ensure that all necessary paperwork has been signed and filed

appropriately.

9. You will be expected to liaise with the clients and the referrers to schedule

assessment, sign ups and move ins as appropriate, informing the relevant teams of

scheduled appointments.

10. On occasion the Assessment officer may ask you to contact the referrer and or the

client for further information to ensure that a full and comprehensive assessment is

completed.

**Client Files**:
11. Create new client digital files on 365 and hard copy paper files

12. Review digital and hard copy client files ensuring that all personal information is up to

date, relevant and filed correctly.

Service Administrator Job Specifications/Birchtree Housing/May 2020/AC

13. Archive and or Dispose of ex-client files and personal data, for guidance, the

Company’s Retention of Information Policy and Procedure should be used together

with GDPR.

**Monitoring, updating and recording**:
14. Update Service User mobile numbers on the office mobile

15. Update the occupancy log and inform Housing Benefit of any changes. Placements

must be reported to HB immediately.

16. Monitor the occupancy log and create a spreadsheet of when a Service User’s

probationary period is over, updating the relevant Support Coordinator on a monthly

basis.

17. Create an audit spreadsheet of Service User Files and undertake regular audits

(quarterly) and provide reports at the end of each audit, to the Director of Operations

and or Service Manager.

18. Review and update the empty room log on a daily basis, informing the relevant staff

when necessary.

19. Update Property List for staff on office notice board adding new properties.

20. Update Service User All documents - adding all new service users - and informing the

Property and Finance Team of new service users.

21. Record move arounds - when service users have been moved to another room within

the service, and to change all documents accordingly.

22. To provide Management with reports on Administration practices as and when

required.

**General Office Duties**:
23. Answer phone calls: take clear messages for colleagues ensuring that if call backs are

required, that you have taken the relevant telephone numbers. To also add

conversations to the relevant contact logs.

24. Collect correspondence and packages from reception and distribute accordingly.

25. To deal with any correspondence collected from properties that are no longer valid.

To send back or to dispose of accordingly.

26. To manage stationery, stock check regularly. Submit stationery requests to finance

team.

27. Ensure that the office is kept clean and tidy for health and safety purposes, at all times,

informing your Line Manager of any concerns.

28. Clear the Shredding tray on a daily basis.

29. Ensure that there are no sensitive information documents left in the printer tray or on

any desk at the end of the day. That any such documentation is locked away.

30. Ensure that drink/snack area of the office is kept clean and tidy at all times.

31. And anything else that is required to ensure the smooth running of the Support

Service.

**Salary**: £30,000.00-£35,000.00 per year

Schedule:

- Monday to Friday

Ability to commute/relocate:

- London: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (required)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

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