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

To be successful in this role you will require: Strong administrative background. Good general standard of numeracy and literacy. Experience of developing administration systems. Experience of developing and maintaining databases.Strong administrative background. Customer service experience. Advance level of IT (Word, Excel, Outlook) Experience of developing administration systems. Experience of developing and maintaining databases. Good general standard of numeracy and literacy. Has a particular regard for attention to detail. Confident and calm approach to work. Able to meet tight deadlines. Is able to work as part of a team. A high degree of confidently, trust and reliability at all times. Commitment to quality, customer service, best practice and best value in all aspects of the Association’s operations. Demonstrate a commitment to equality and diversity. Personal commitment to the corporate values, vision and objectives of Housing for Women’s culture of continuous service improvement.