Administrative Assistant (Maternity)

Routes To Work Limited; United Kingdom; On-site; GBP 40,000 - 60,000; Full time

Job summary

A community services organization in Motherwell is seeking an Administrative Assistant to provide administrative support to the maintenance team. The role involves managing tenant communications, coordinating repairs, and assisting at reception. Ideal candidates should have customer service experience and be familiar with data management. This is a full-time position with a salary starting at £25,755 per annum.

Qualifications

• Experience in administrative tasks within a customer service environment.
• Desirable knowledge of housing and maintenance, and proficiency in SDM software.
• Strong communication skills to liaise with staff and tenants.

Responsibilities

• Provide reactive repairs service and manage communication with tenants.
• Assist in coordinating gas and electrical safety checks.
• Carry out reception duties when required and ensure a positive welcome for guests.

Skills

Customer service orientation

Data management

Communication skills

Tools

SDM housing software

SharePoint

Job description

If you are a registered client with Routes To Work, please contact your caseworker to apply. If you are not a registered client, please contact us to check you are eligible for this opportunity.

Job Duration: until 31st August 2026

salary starting at £25,755 pa (level within grade depend on experience).

Hours: 9am – 4.30pm from Monday to Friday.

Housing and maintenance knowledge would be desirable but not essential and experience with SDM housing software would be desirable

• Operating within a strong performance culture you will be expected to deliver excellent performance results.
• You will be empowered to deliver right ‘first time’ services, offering personalised solutions for our tenants and the community.
• You will be instinctively customer focussed and have a “can do” attitude to ensure that our customers’ experience of service is always positive.
• You will understand the importance and work with your colleagues and partner agencies to achieve great outcomes.
• As the organisation operates in a changing environment and within a unique staff sharing arrangement flexibility by you and all staff is essential.
• You will carry out your duties to ensure compliance with the organisations values, objectives, policies and procedures.
• The orgnisation is committed to Equality and Diversity and all your tasks / duties must be carried out in accordance with our Equality & Diversity Policy.
• To abide by the organisation's Complaints Policy, GDPR and other relevant policies processes and procedures as appropriate

2. Our Values

Our Core values are that we will be:

• Honest and Transparent.
• Fair and Adaptable.
• Polite and Approachable.
• Positive and Considerate.
• Knowledgeable and listening.

3. Objectives Of The Post

This job description is a general guide to the basic tasks / duties which you are typically expected to perform or be responsible for. It is not necessarily exhaustive and other duties of a similar type and commensurate with your salary grade may be expected.

The Administrative Assistant will work within the community centre and carry out administrative tasks to support the maintenance team and deputise when necessary to carry out reception duties and general administrative duties.

The duties and responsibilities of the post are to ensure tenants are treated positively and executes all administrative tasks to the highest quality standards.

The post does not carry any staff management responsibilities but close working with other staff is critical to perform as a team player.

4. Maintenance

Specific administrative tasks of the post include:

• Input data into appropriate systems as required and ensure they are kept up to date.
• Provide a reactive repairs service to tenants over the phone and email including logging calls, assessing and recording repair requirement, arranging for access to carry out repairs, keeping tenants updated on progress of repairs.
• Arrange reactive repairs including logging and issuing works orders to contractors.
• Follow up outstanding work with contractors or outstanding invoice.
• Assist with the co-ordination of the gas servicing with Saltire and arrange access with tenants and liaise with housing staff when required.
• Assist with the co-ordination of the electrical safety periodical checks and arrange access with tenants and liaise with housing staff when required.
• Assisting with the recording of asbestos management, legionella & mould.
• Assist with keeping compliances records for maintenance up to date.
• Ensure all approved contractors have relevant and up to date employers & public liability insurance.
• Identify re-chargeable repairs and correspond with tenants.
• Make referrals via AFTAR Project when required.
• Assist with tenants’ quarterly repairs surveys.
• Scan information / files onto SharePoint as required.
• Assist the Maintenance team with sending letters to tenants as required.
• Ensure good working relationships with contractors and external agencies.
• Arrange distribution of close or void keys to staff and contractors as required.
• Assist with sending bulk text/emails to tenants etc.
• Respond and log any front-line complaints or compliments and where they cannot be resolved pass onto the appropriate staff member.

5. Reception

Deputise in reception when required and carry out reception duties.

The main tasks are noted below:

• Greet and welcome guests as soon as they arrive at the centre.
• Direct visitors to the appropriate person and place.
• Answer, screen and forward incoming phone calls and messages including answering machine messages.
• When at reception ensure reception area is kept tidy and presentable.
• Provide basic and accurate information in-person and via phone/email.
• When required receive and sort, ready for distribution, daily mail/deliveries and any other duties required while providing reception services.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor sign in and out logbook etc.).
• Assist with photocopying, filing & scanning.

6. General

There are general administrative and clerical tasks carried out by the Administrative Assistant as follows:

• Answer telephone and deal with general enquiries where possible and if required refer messages to other staff members as quickly as possible.
• Organise mail to go out when required and assist with mailings and enveloping.
• Update calendars and schedule meetings and appointments.
• Assist with H&S administration-housekeeping checks.
• Administer petty cash when required and take card machine payments at the office.
• Arrange distribution of close or void keys to staff and contractors as required.
• Assist with photocopying, filing & scanning.
• Carry out mail merges as required.
• Ensure you are a team player.

7. Other

• Carry out any other work as requested by the Maintenance Officer /Housing Manager or Senior Management.
• The duties of the role may be reviewed and modified in line with changes in the role.