Job Description
Estates Administrator
Responsible to: Estates Administration Manager
Payscale: 15 - 20
Description of the role:
To provide support and administrative duties to the Estates Team and provide administrative support to the Sense Property Portfolio in terms of managing and maintaining a repairs help desk/line and administration/maintenance of the Estates data base/management software suite for all compliance and property related matters.
Duties and Responsibilities
1.General Administration
1.1To administermaintain the Estates Management Software (currently Property Tracker) with accurate current information.
1.2To administer, maintain, organise and communicate all Estates related compliance actions and associated documentation utilising the Estates Management Software.
1.3To provide and administer a help desk function for emergency/reactive repairsfor the Sense Property Portfolio utilising the Estates Management Software in conjunction with the Regional Surveying Team.
1.4To administer& ensure accurate records are kept up to date carrying out data entry where necessary using Microsoft Office
1.5To administerensure that Estates related insurance claims are processed and monitored in liaison with Sense’s Fleet & Insurance Team, Broker & Insurer as necessary.
1.6To administerensure that Estates Team related accident/incident data is registered and monitored in line with Sense’s Incident Procedure.
1.7To administerensure that all Estates related payments requestsare processed in a timely manner and within Sense Finance guidelines.
1.8To be the first point of contact for all telephone calls regarding Estates matters and ensure all enquiries are dealt with in a professional manner and allocated to correct team member as necessary.
1.9Towork closely with the Head of Estates and his Surveying Team in implementing and maintaining administrative systems.
1.10To maintain and update Estates related processes & procedures
1.11To maintain and manage databases and spreadsheets
1.12To carry out and organise as required services, equipment and procurement orders
1.13To provide an ad hoc reception service as and when required
1.14To administer & organise Estate Team related meetings.
2.Project Work
2.1To support and contribute to Estates Team projects
2.2To provide support in relation to budget Information Compilation/Collation
2.3Toreviewand further develop a emergency/reactive help desk function
2.4To review and further develop Estates Management Software
3.General
3.1To build good relationships with colleagues in order to communicate effectively
3.2To develop and maintain a good understanding of Estates policies and procedures
3.3To carry out any additional duties that may reasonably be required by the post holders line manager.
3.4To be able to cover full time working hourse.g. (37.5hrs, 9am -5pm, mon-friday) to cover any periods of sickness and holidays if the post is subject to a job share arrangement.
Person Specification
Estates Administrator
Education and TrainingEssential / Desirable
Educated to a GCSE/ A level standard / Professional qualification in Administration
Experience in using Microsoft Office / Willingness and aptitude to learn new technology applications.
Achievements and Experience
Essential / Desirable
Proven experience of working within anEstates department / No less than 2 years general office experience.
Charity Sector administration experience
Skills and Abilities
Essential / Desirable
Proven good verbal communication skills, including a pleasant and friendly telephone manner
Good organisational skills, including ability to work within tight deadlines.
Flexibility in work commitment; work extra hours if required to ensure success of the organisation
An ability to build effective working relationships with internal colleagues and external agencies, so that objectives are met consistently and change is introduced successfully
Good IT skills including information data input skills, and good working knowledge of Microsoft Office
Ability to work unsupervised and use own initiative