Administration Officer

To be responsible for the provision of a wide range of business support functions within Yale Housing

To be part of a team providing a flexible, efficient and effective support in accordance with Yale Housing policies and procedures.

Control of Resources

Equipment/Materials

To be responsible for the safe use, control and maintenance of equipment/furniture/materials used by the post holder.

Health/Safety/Welfare

Responsible for the health, safety and welfare of self and others in accordance with Yale Housing Policies and procedures.

Equality and Diversity

To work in accordance with Yale Housing Policy relating to the promotion of Equality and Diversity.

Training and Development

The post holder will be responsible for assisting in the identification and undertaking of his/her own training and development requirements in accordance with Yale Housing Policies.

Relationships (Internal and External)

Internal

Colleagues and team members within Yale Housing and its stakeholders

External

Colleagues and team members within Yale Housing and its stakeholders

Responsibilities

To provide a wide range of Admin support functions within Yale Housing under the guidance of The Housing Office Manager

As part of the team provide a flexible, efficient and effective Admin support service in accordance with Yale Housing policies and procedures and within statutory time-scales.

Values and Behaviours

Approach the job at all times using the values set out below

• Proud



• Passionate



• Pioneering and Open


Be aware of and apply these behaviours at all times.

Principal Duties

• To undertake a range of Admin support functions in response to service specific needs including:



• Data Input and Retrieval



• Case notes/ CRM Records Management - electronic & paper



• Processing and Distribution of Incoming & Outgoing Mail



• Assisting in the Procurement of stationary and office supplies.



• To be responsible for the process of payment of incoming invoices



• Maintaining data quality in relation to all Yale Housing records



• Preparation and collation of information and materials



• Preparation of documents, including agendas, minutes and letters



• Organising non statutory meetings, Minute Taking & distribution of minutes



• Assisting with the collection of data for the Service Key Performance Indicators



• Checking documents/information



• Producing high quality documents & forms



• Switchboard, Reception , recording and answering all phone calls



• To assist in the establishment and maintenance of appropriate systems and procedures both manual and computerised.


• To receive enquiries/requests for service in a courteous and customer friendly manner and record and direct as appropriate.


• To assist with the collection and distribution of data or statistical information as appropriate.


• To undertake general business support functions as appropriate, for example: photocopying, file/information retrieval, mail merge and post duties.


• To assist in the maintenance of computerised/manual information systems and updating of records.


• Handle process and distribute small amounts of cash, cheques and other near cash equivalent as necessary.


• To attend meetings/briefings and events as appropriate.


Secondary Duties

• You may be asked to support the Housing team in other duties that suit the needs of the business
  
  We are seeking a detail-oriented Administrative Officer to join our team. The ideal candidate will be proficient in administrative tasks, possess excellent communication skills, and have a strong organizational ability.