Business Support Officer

FOLD HOUSING ASSOCIATION IRELAND CLG

JOB DESCRIPTION

JOB TITLE:

Business Support Officer

 

DEPARTMENT:

Fold Housing Head Office

 

RESPONSIBLE TO:

Housing and Community Manager

 

Job Purpose:

1.     Responsible for administration support to the Housing and Property Services department. 2.     Providing a variety support to all staff members within the housing and property teams. 3.     Be first point of contact for all calls to Fold Housing Head office

 

Housing and Property Services

• Support the Housing and Property Managers, and staff within both teams in all areas of Property and Housing and Tenant Management services as required.

Maintenance

• Support the Estates Officer in all areas of property and Housing Management Services as required.
• Reporting Maintenance requests to relevant colleagues
• Generating work orders from the Affinity System and recording all other maintenance calls on Scheme Maintenance spreadsheets.
• Support the Estates Officer monitoring the completion of repairs and entering details of completed repairs into the system.
• Marrying up work order numbers with invoices
• Carry out regular maintenance satisfaction surveys.
• Support the Estates Officer arranging post inspection visits prior to signing off and processing invoices for payment.
• Ensuring all processes are in line with Audit and Finance requirements
• Maintaining records and certificates for routine service contracts including gas, lifts, emergency lighting service contracts etc
• Update contractor reference details, tender records and emergency telephone lists for out of hours contractors
• Maintenance of contractor’s insurance, reference enquires and tax status files.

Finance

• Cash handling – Receiving and recording Cash and online payments from Tenants
• Setting up and maintaining RTB spread sheet and monitoring payments to RTB about new tenant registration.
• Working on the in-house system Affinity System – for tenant information and inputting credit card payments and Housing welfare payments.

General Office Procedures

• To monitor and respond to incoming Enquiries emails.
• Receiving incoming external calls and postal duties
• Maintaining records and files to comply with the Housing Regulator
• Photocopying, filing and general office duties to support the housing and property services team.
• Maintaining stationery as required including stock control and purchasing.
• Follow up enquiries and maintain liaison with the housing staff to ensure the appropriate follow-up action in relation to any repair, maintenance, rent or other requests.
• Effectively communicate with relevant external bodies and stakeholders as required and directed.
• Demonstrate a flexible approach to the diverse needs of the organisation.
• To compose, type or edit correspondence and reports for and on behalf of the Director of Housing as required.
• To ensure effective management of information and that systems are implemented and maintained to facilitate the work of all the Asset Management services.
• Update and maintain information in our Housing and Asset management system by entering details of new homes along with key component information, run reports and provide data to colleagues for analysis and review.
• Carry out all duties observing Fold’s policies and procedures on health and safety.

Asset & Facilities Management

• Assist in the preparation of notifications and newsletters to residents.
• Assist in the preparation and collation of tenders and quotes.
• Coordinate the collection and input of data for the purposes of monitoring service delivery.
• Assist in the coordination and administration of all cyclical servicing and planned programmes of work.

IT Duties

• Create and maintain databases including, work order procedures for lT systems relating to Property and Housing Services.
• Support the Housing and Estates Officers regarding the compilation and inputting of information and data onto the Management and Maintenance systems

General

• Undertake relevant projects and initiatives which positively support the vision, values and objectives set out in Association’s Business and Corporate Plans.
• Administrative support for Director of Development and Finance as required.
• Undertake activities, where appropriate, representing the Association in a respectful and mutually supportive manner to external groups or the general public.
• Conduct all activities in a manner which is safe to yourself and others always acting in accordance with the Health and Safety Policy.
• Employees represent the Association and should attend work neat, tidy and clean in appearance which includes their work area/clear desk in line with the Code of Conduct and Health and Safety policy.
• Undertake other delegated duties appropriate to the scope and function of the grade of post including cover duties during periods of absence e.g. sickness, annual leave.
• This job description is not exhaustive and may be amended to facilitate changes in the better organisation of the Association’s activities and following consultation with the Job Holder.

Please submit your application to applications@foldireland.ie

All Fold Housing employees have a personal responsibility to promote and to support measures designed to create a working environment that is free from harassment or discrimination on the grounds of religion, community background, gender, marital status, race, sexual orientation, age or disability.

This job description may be amended to facilitate changes in the better organisation of Fold Housing activities following consultation with the job holder.

Fold Housing is and equal opportunities employer

 

1.0	SKILLS & ABILITIES	Essential	Desirable
1.1	Proven understanding of business support and administration	E
1.2	Ability to produce accurate and well presented documents using Word, PowerPoint and Excel.	E
1.3	Ability to manipulate and interpret data and produce analytical reports.	E
1.4	Highly developed written skills. Ability to take accurate minutes and proof read reports produced by others.	E
1.5	Excellent communication skills. Ability to communicate to a range of audiences using a variety of media.	E
1.6	Good influencing skills and ability to achieve results through others.	E
1.7	Strong administrative and organisational skills and ability to coordinate activities.	E
1.9	Ability to communicate effectively with different teams.	E
1.10	Ability to work as part of a team.	E
2.0	EXPERIENCE
2.1	12 months recent relevant experience working in a Business Support/administrative role in a Housing Association	E
2.2	Demonstrate knowledge of business/office administration.	E
2.3	Experience of minute taking.	E
E2.4	Knowledge of social housing in Ireland		D
3.0	PERSONAL QUALITIES
3.1	Common sense approach to all tasks.	E
3.2	Emphasis to resolving problems proactively.	E
3.3	Professional and confident manner.	E
3.4	Flexible.	E
3.5	Ability to work with a minimum of supervision.	E
3.6	Customer focused.	E
3.7	Team player.	E
4.0	EDUCATION
4.1	Leaving Certificate	E
4.1	Relevant 3rd level qualification		D