Office Administrator

Office Administrator

Salary: £23,393

Location: Portsmouth

Role: Permanent, Full time up to 35 hours per week Mon - Fri

We are excited to be working with a sheltered housing association in Portsmouth who are looking for a passionate and skilled Administrator to join their dedicated teams on a permanent basis, supporting with the everyday functions of their services to tenants.

Reception & Front Office Duties

• Act as the first point of contact for Head Office, greeting visitors professionally and managing incoming phone calls.
• Direct queries to the appropriate team members in a courteous and efficient manner.

Administrative Support - Housing Management

• Support across three key operational areas: Housing - People & Property, General Administration including:

Tenancy Applications & Records

• Process and maintain all applications for accommodation.
• Maintain an up-to-date register of eligible applicants and allocations, responding to requests for application forms
• Accurately input and monitor data on the Housing Management System and electronic filing systems.
• Compile and manage complete tenancy application packs and tenant welcome packs.
• Carry out the administration of allocation-related communications with external stakeholders, e.g. tenancy reference requests, local authority and energy supplier information letters and end of tenancy paperwork

Tenancy Records Management

• Ensure all personal, occupancy, and tenancy termination data is accurately recorded and kept confidential.
• Maintain records in accordance with GDPR and internal data policies.

Communications & Surveys

• Prepare and distribute the biannual tenant newsletter, Scuttlebutt.
• Assist with annual Tenant Satisfaction Measures surveys, including printing and mailing of letters and forms.

Health & Safety Support

• Assist with recording and tracking of routine H&S checks (e.g. fire extinguisher logs, water testing).
• Monitor and replenish first aid kits at Head Office and schemes as required.
• Record energy meter readings and upload data to the relevant energy supplier portals.
• Scan and file property-related documentation as required.

General Office Duties

• Monitor and maintain levels of stationery, office supplies, and staff work wear; order replacements when necessary.
• Report faults and arrange necessary repairs for office equipment including printers and telephones.

Skills & Experience Required

• Previous administrative experience, ideally in a housing or social care environment.
• Strong organisational and time management skills.
• Excellent communication and interpersonal skills.
• High level of accuracy and attention to detail.
• Competent in Microsoft Office and Housing Management Systems (training will be provided if needed).
• Ability to handle sensitive information with discretion and maintain confidentiality.

What we're looking for

• Reliable and empathetic administrator with similar previous admin experience
• To live within an easy commuting distance to Portsmouth
• Driving isn't essential but having a clean driving licence would be beneficial

The deadline for applications is Thursday 3rd July with interviews being held week commencing the 7th in Portsmouth

For further information about this opportunity, please contact Branwen Johns on 07458163873 and email a copy of your CV