Front Office Administrator

Job Title: Front Office Administrator

Location: 1C Marquis Road, N22 8JH

Salary: £26,000 – £28,000 per annum

Job Type: Permanent, Full Time

Hours: 9:00am -5:00pm

About us:

The Company provides a support service to single adults who have experienced homelessness, are vulnerable and have support needs, including accommodation. In this role, you will be serving as an operations administrator providing service to key departments within the office and providing the highest levels of customer service. Collaboration with all departments within our open-plan office is an essential aspect of daily work.

Person Specification:

• Have excellent communication skills and great attention to detail.
• Entitled to work in the UK without work sponsorship.
• Excellent telephone manner, well presented and polite
• Be organised and be able to prioritise your work to meet specific deadlines.
• Have excellent working knowledge and understanding of Microsoft Office, specifically Outlook, Word and Excel. Also be willing to learn any new systems that will make their output more efficient.
• To be able to create IT systems that will add to the efficiency the role.
• Good at letter writing, sending, and receiving emails and understanding the protocol and regulations set by the GDPR.
• Have a warm, welcoming attitude towards prospective clients and other visitors into our office.
• Be able to work alone using your own initiative at times, but also in a team to attain joint goals.
• Be willing to undertake operational administrative tasks that are required by any of the HOD’s or the Directors.
• Proficient in producing factual and detailed analytical reports.

Role:

• To ensure that the office sundries (e.g.: tea, coffee, milk, snacks) and office supplies are maintained, and stock checked regularly.
• To deal with mail coming in, making sure it is distributed to the appropriate teams and mail being sent out is done so accurately.
• Provide your manager and or the Directors with records or reports as required.
• Provide your manager with budget figures for petty cash and or any other reports as are requested.
• Be prepared to work with current systems and create new systems for monitoring or filing documents and or information or statistics.
• To undertake any other task required to ensure that the service provision is efficient.

Providing administrative support to the service delivery department as and when required which includes:

Managing Access:

• Adding new move ins.
• Removing clients
• Moving clients
• Creating new forms
• Generating reports
• Adding and removing Staff members

IT Support:

• Setting up and managing new devices for staff members

Administration:

• Writing and sending warning letters
• Writing and sending eviction letters
• Writing and sending case review appointment letters
• Scheduling and booking in evictions
• Issuing food bank vouchers
• Sending messages to clients regarding on going activities/generic
• Creating digital posters advertising events

To provide operational administrative support to the assessment team as and when requested. This includes:

• Processing new referrals upon assessment and completing referral statistics
• Greeting clients and gathering and filing necessary documents (ID, Consent to Share, Photo)
• Support with making first contact with referrals and scheduling assessments
• General Inquiries/Sign-posting walk-ins
• Updating the office board calendar with appointments for move ins, evictions, and others.
• Keeping on top of office and office kitchen sundries purchases, display and distribution.
• Take minutes in team meetings and distribute them to the relevant staff.
• Engage with referrers and perspective clients by phone and by email.
• Ensure that important information is passed on to the relevant members of staff.
• On occasion, although rare, you may be required to work over your normal working hours to complete a task on a deadline.

Owing to the nature of our work, we deal with clients from different walks of life. It is always important to be mindful of surroundings and maintain an awareness in dealing with clients.

Please click the APPLY button to submit your CV for this role

Candidates with the relevant experience or job title of; Office Administrator, Administrator, Office Coordinator, Receptionist, Business Administrator, Support Administrator, Reception Administrator, Business Support, Executive Assistant, Office Assistant, Office Coordinator, Office Manager and Business Administrator may also be considered for this role.