Support Officer Job in Tower Hamlets. Apply for the latest Tower Hamlets jobs in Administration in Tower Hamlets, Greater London, United Kingdom.
Support Officer Job in Tower Hamlets
Job Description
TOWER HAMLETS HOMES
JOB DESCRIPTION
Job Title:
Support Officer
Grade:
SC6
Accountable To:
Voids Team Leader
Number of Direct Reports:
None
CRB Required:
Yes
Job Purpose:
To provide word processing and administrative support for housing management administration tasks across the two NHD teams and administrative support for voids management tasks, including diary management, typing reports and taking notes of meetings.
Key Accountabilities:
To ensure a comprehensive range of administrative duties including tracking diary appointments, word processing, arranging photocopying and distribution and note taking.
To maintain a range of administrative processes including effective filing, data input, recording, monitoring and co-ordination of data, scanning documentation and ensuring that administrative procedures are up to date, efficient, organised and user friendly.
To provide administrative support to the team, carrying out a range of tasks including service meetings, note taking, arranging appointments, booking meeting rooms, undertake all types of record keeping, archiving, scanning of documents, office coverage and answer telephones.
To adhere to appropriate financial regulations and standing orders, raising requisition, monitor receipt of items and services and raise payment vouchers in respect of invoices, liaising with appropriate central purchasing suppliers and originating officer.
To identify and collaborate with colleagues regarding solutions to issues on practice and service improvement, and identify potential risks and recommend improvements to senior management.
Excellent attention to detail – ensuring accuracy and standards met every time. Documents/updates produced can be published internally and/or externally, often used to increase productive time of senior managers and board members.
To assist with the collection of regular information on set targets and key performance indicators updating of procedure notes, guidance and manuals.
To carry out front facing customer duties, including responding to enquiries; telephoning and providing information and progress reports to residents; researching investigating and producing high quality draft responses for correspondence, producing and issuing individual correspondence in a strictly confidential and professional manner.
To contribute to the implementation and monitoring of service improvement initiatives.
To distribute incoming correspondence, in accordance with procedures.
Assist with the preparation, maintenance and updating of procedure notes, guides and manuals, arranging photocopying and distribution as required.
Prepare agendas, attend daytime and evening meetings, record and distribute minutes/decision sheets and assist in providing administrative resources to facilitate the work of the Head of Neighbourhoods as required.
Assist as required in administering the system for recording, distributing, monitoring and responding to member’s Enquires, Ombudsman Enquires and Official enquiries.
Some responsibility for equipment at venues for meetings (such as, refreshments, laptop, flipchart and projector) Ensuring accuracy for documents published externally.
Carry out other reasonable ad hoc duties to support the Directorate which are commensurate with the expectation of the post as directed by the line manager or the Head of Service.
Health & Safety
The postholder is required to comply with all Health & Safety at work policies, procedures and guidelines which form part of this job description. The postholder must look after their own health, safety and welfare and be mindful of other persons who may be affected by their acts. Employees must co-operate and comply with management instructions regarding Health and Safety issues and report all accidents, incidents and problems as soon as practicable to their line manager or other manager.
Equality and Diversity
The postholder is required to actively promote diversity in the workplace. It is the duty of the postholder not to act in a prejudicial or discriminatory manner towards employees or resident. The postholder should counteract such practice or behaviour by challenging or reporting it.
Safeguarding
THH is committed to safeguarding and promoting the welfare of vulnerable adults and children. Safe recruitment of staff is central to this commitment, and THH will ensure that its recruitment policies and practices are robust, and that selection procedures prevent unsuitable people from gaining access to vulnerable adults and children.
All staff working with Vulnerable Adults and Children should be aware of, and share the commitment to safeguarding and promoting the welfare of vulnerable adults when applying for posts at Tower Hamlets Homes.
Person Specification
Job Title: Support Officer
A = Application
I = Interview
T = Test
Competency
Overall Definition at Staff Level
Assessment Method
We put the customer first
I provide excellent customer service in a respectful and timely manner. I do this by treating internal customers and external customers as individuals, seeking to understand their needs, communicating effectively with customers in a way which suits them and keeping customers informed.
A/I/T
We work together
I co-operate with others, I respect we must work together for the benefit of THH overall and to contribute to the work of others to create a positive working environment. I do this by influencing and negotiating with colleagues to deliver better services.
A/I/T
We plan our work
I am clear on what I need to do in my job to be effective and so I plan my workload, prioritising my time and activities. I think about the impact of my work on others and consider who else I may need to involve. I make the best use of the resources available to deliver the results required.
A/I/T
We take responsibility
I have high personal standards and I take responsibility and ownership of the decisions I make. I try to thoroughly understand problems and situations by asking questions, making use of my technical knowledge and skills, and providing solutions that work for customers and THH.
A/I/T
We find better ways to do things
I keep up to date with change, getting involved when I can and learning lessons from past situations to improve how, I and others can deliver excellent services. I keep my knowledge up-to-date and am keen to develop my skills to do my job better.
A/I
Education and Experience
Essential Criteria
Working in a demanding customer facing environment.
Worked in an environment that has performance management targets and objectives
Experience of dealing with customers who may be in difficult and challenging circumstances.
Preparing agendas, taking minutes and disseminating papers
Experience of diary management for a small team
Using IT for administrative purposes including Microsoft Office
Desirable Criteria
Experience of invoicing/raising purchase requisitions
Experienceof working within a social housing environment
A/I
A/I
A/I/T
A/I/T
A/I/T
A/I/T
A/T
A/T
Knowledge
Essential Criteria
Awareness of the principles of data protection
Basic knowledge of the Social Housing Sector.
Understanding of equality and diversity
Knowledge of financial regulations relevant to the service area
Desirable Criteria
Knowledge of Northgate SX3 and Comino or similar housing management databases
A/I
A/I
A
A
A
Skills and Abilities
Essential Criteria
Uses own initiative and able to demonstrate good problem solving skills
An ability to plan and organise own workload.
Able to demonstrate resilience
Desirable Criteria
Able to demonstrate an ability to learn and develop skills and progress within chosen career path.
I/T
I/T
I/T
Additional Requirements
Location: Tower Hamlets
Category: Administration
Job Title: Support Officer
Salary: £16.19 – £20.10/hour
Benefits: Full Time
Job Type: Temporary, Full Time
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