Job Description

Key Responsibilities

• Delivery of services to the team, ensuring effective reporting to the DVA Manager as appropriate
• Drafting and modifying letters and other documents as necessary
• Support the team in answering telephones and taking messages
• Develop and maintain electronic and hard copy filing system
• Maintain administrative systems and update as necessary
• Schedule and coordinate meetings, agendas, appointments and travel arrangements for the team as required
• Manage and support small projects as may be required from time to time.
• Responsible for the delivery of services to the team, ensuring effective reporting to the Manager as appropriate
• Responsible for, high standards of customer care.
• To act in accordance with the values and aims of Housing for Women
• To promote and implement Housing for Women’s policies and procedures

1. Administrative/logistic support to DVA services team: ·

• Drafting and modifying letters and other documents as necessary ·
• Support the team in answering telephones and taking messages ·
• Develop and maintain electronic and hard copy filing system ·
• Maintain administrative systems and update as necessary ·
• Schedule and coordinate meetings, agendas, appointments and travel arrangements for the team as required ·
• Record, compile, transcribe and distribute minutes of meetings ·
• Collect, record and distribute incoming and outgoing mail ·
• Maintain stationery, stock and office supplies ·
• Researching and purchasing of items required by staff in the Refuges ·
• Coordinate maintenance of office equipment ·
• Coordinate the reporting of Maintenance Repairs with Head office. ·
• Coordinating the statistical returns for commissioners, funders and owning landlords ·
• Liaise with the HR department at Head office re absence, annual leave, training etc.

2. Finance support to the DVA services team in liaison with the central finance department: ·

• Reviewing residents accounts ·
• Assisting services team with resident’s accounts queries including housing benefit ·
• Assisting services team to prepare information for Head Office including voids information ·
• Reviewing information from Head Office and reporting information to services team ·
• Reporting on arrears to refuge manager ·
• Assist with financial returns ·
• Liaise with the finance team at Head Office regarding petty cash, invoicing and keeping an electronic audit trail of spent monies etc.

3. Provide basic IT support to the Hostels: ·

• First point of contact for services team IT queries, including basic training ·
• Designing spread sheets / word templates for use by the DVA services team ·
• Assisting services team with Microsoft Office (Word, Excel, Power Point) ·
• Reporting to Head Office on IT issues / requirements at services ·
• Assisting with data entry, logging information to IT systems (Gateway) etc. ·
• Basic network maintenance as directed by the IT Director

4. Other duties ·

• Manage and support small projects as may be required from time to time. ·
• To attend meetings, conferences, courses and training sessions as deemed necessary. ·
• Undertake all duties in accordance with the Association’s policies and procedures. ·
• The role requires flexible working during the day, evenings, weekends and holidays as required by the service. ·
• Undertake any other duties as required by the manager.

Required Knowledge, Skills, and Abilities