Our Ref: SP

March 2016

Dear applicant

RESOURCE ADMINISTRATOR (Technical)

Thank you for your interest in the post of Resource Administrator (Technical). We have two vacancies available and if you are interested in both posts please mark ‘Tech and HR & Gov’ at the top of your application form and we will consider your application for both vacancies.

We enclose a copy of

  • job description
  • person specification
  • summary of terms and conditions
  • brief details about York Housing Association
  • application form
  • guidance notes on how to complete the application form
  • equal opportunities monitoring form and reply envelope
  • pre-addressed envelope for return of your application (please note this does require large letter postage)

Please read these carefully before completing your application. When completing

your application form, please use the Guidance Notes and Person Specification. In particular you must demonstrate how you meet the person specificationfor the post. If you cannot do this in the section relating to work experience, please tell us of any voluntary work or leisure activity you have done that equips you for this post. It can be helpful to include specific examples. If you have any queries which are not answered in these particulars please contact me at this office on 01904 636061.

Please note that applications must be received in this office no later than 12 noon onTuesday, 29 March 2016. Interviews will be held Tuesday, 5 April 2016. If you have not heard from us by this date then you have not been successful on this occasion and may I take this opportunity to thank you for the interest you have shown.

All applications will be treated in strict confidence. References will not be taken up unless you are shortlisted. If you do not wish the Association to take up your references at this stage please make this clear on the application form.

York Housing Association’s policy is that all applicants with disabilities will automatically be offered an interview if they meet all the person specification criteria. If you believe this applies to you then please make this clear on your application form. Also if you have any requirements in order to fully participate in the interview please give details on your application form.

York Housing Association is committed to implementing equal opportunities and welcomes applications from all sections of the community. In order to help us monitor this policy we will be pleased if you will complete a brief monitoring form. Please seal this in the envelope provided for the monitoring form only and return it to us with your application form in the pre-addressed envelope provided.

Yours sincerely

Sandra Parker

CORPORATE RESOURCES MANAGER

enclosures

YORK HOUSING ASSOCIATION

Job description – Resources Administrator (Technical)
Line manager: / -Corporate Resources Manager
Direct reports: / -None
Purpose of role: / -To provide a secretarial service and administrative support to the Operations Director and Resources Director when required.
-To provide administrative support to the Association’s governance structure, including servicing Board, Committee and Leadership Team meetings.
-To assist with maintaining all Human Resources (HR) files, letters, records etc. under the direction of line managers.
-To contribute to the general running of Alpha Court.
Key relationships / -External: External organisations and key stakeholders for the Association with whom the Executive has a working relationship. Residents and members of the public.
-Internal: Chair, Board, Share Members, Executive Team members and all other staff.
Key responsibilities
Service delivery
Secretarial
1.Undertake a range of secretarial and personal assistant tasks to support the Operations Director and Resources Director.
2.Ensure guests visiting Alpha Court are well taken care of.
3.Deal with telephone enquiries.
Governance
4.Assisting with servicing Board/Committee and other governance meetings including AGM, preparing and distributing papers in advance, taking minutes at the meetings, and arranging for all IT, catering and practical requirements.
5.Assisting with typing and distributing Board/Committee minutes, ensuring action points are delivered on time.
6.When required, servicing Leadership Team meetings, distributing papers, taking minutes at meetings and monitoring follow up actions.
HR Function
7.Administer routine HR functions on instruction of line managers including: recruitment, holidays, sickness absence, training statistics etc.
Customer Service
8.Undertake the day to day running of the telephone service in line with agreed policies and procedures and targets. Ensure a rota is effectively operated to maintain cover Mon – Fri from 9am to 5pm.
9.Undertake the day to day operation of the reception including ensuring that visitors to Alpha Court are treated courteously and welcomed.
Technology
10.IT
  • To provide administrative support to the external supplier of the managed services.
  • To provide administrative support to YHA IT users in interfacing with the external supplier of IT management services.
  • To support the Resources Director in managing the contract for IT management services.
11.Telephones
  • To provide administrative support to YHA in operating the telephone systems.
  • To provide IT administrative link with the outsources supplier of telephone managed services.
  • To provide monthly management information on performance and usage of telephone service.
12.Mobile telephones
  • To administer the contract for mobile telephones and provide information to the Resources Director to enable effective management of the Budget.
13.Website administration
  • Under the guidance of the Corporate Resources Manager ensure that off site is kept up to date with changes in factual format.
  • To provide administrative support to external consultant.
14.Twitter/Facebook
  • To provide administrative support
15. Photo Library
  • Maintaining the library, uploading photographs and keeping photo permission forms up to date.
Administration
16.Assist with the following office administration:
  • Managing booking for Micklegate, Newgate and Board Room; ensuring that the rooms are tidied and appropriately set up
  • Cash receipting
  • Post in and out
  • Monitoring usage, purchasing stationary, beverages and cleaning materials
  • Keeping both kitchens tidy and in a clean state
  • Testing emergency alarm in Alpha Court
  • Ensuring the photocopiers and other office machines are operated and maintained in a safe and efficient way
  • Legionella testing of shower
17.Administer the following contracts:
  • Water Coolers
  • Franking machines
  • Photocopiers
  • Office Plants/fish
  • Office cleaning
18.Support to the following contracts:
  • Fire alarm
  • Security alarm
  • Key holder contract
19.Maintain and regularly update the emergency plan.
Performance management
20.Maintain a strong performance management culture; encouraging self and colleagues to achieve high levels of customer satisfaction, ensuring agreed standards are met.
21.Keep up to date with legislation and best practice in relation to all aspects of office management, corporate governance, including data protection, health and safety legislation, National Housing Federation and HCA guidance and circulars.
Resource management
22.Assist Corporate Resources Manager in the annual budget setting process and the quarterly monitoring of organisational performance.
Staff and team working
23.Work as part of a team and to provide cover for other staff at lunchtime and during times of annual leave or sickness in order to maintain the smooth operation of the office.
Compliance
24.On occasions attend Committee meetings outside of usual working hours
25.Take a proactive approach to ensure compliance with equality & diversity, health & safety and risk management requirements.
26.Proactively demonstrate commitment to YHA’s mission and values including achieving value for money
27. If required to represent YHA externally, act as an ambassador and maintain the organisation’s professional reputation.
28. Undertake any other duties commensurate with this post, including providing occasional cover for relevant posts as required.
Person specification – Resources Administrator (Technical)
Knowledge and experience
  1. Experience of providing a secretarial and PA support service.
  2. Experience of minute taking, typing/word processing skills, including audio and copy typing, managing emails and maintaining diaries.
  3. Experience of administering modern media websites, Twitter and Facebook.
  4. Experience of administrating tasks around telephones, mobile telephones and IT equipment & systems.
  5. Experience of working in a customer focused environment.
  6. Experience of working with IT Services

Skills and abilities
  1. Excellent IT skills with a good working knowledge of all Microsoft packages, in particular Word, Excel, Access and Power Point.
  2. Good knowledge of telephones and IT administration.
  3. Good communication skills, both verbal and written.
  4. Ability to proactively support modern media – websites, Twitter and Facebook.
  5. Ability to work on own initiative with limited supervision.
  6. Ability to present material to a very high standard.
  7. Ability to organise own workload, prioritising tasks as necessary.
  8. Ability to work under pressure and to deadlines.

Personal attributes
  1. Can work flexibly and respond to change.
  2. Can rely upon own judgement and knows when to seek further assistance.
  3. Good team member.
  4. Calm manner and organised approach to work.
  5. Has a ‘can-do’ proactive approach to service delivery, willing to go the extra mile.
  6. Open to learning and development for self.
  7. Has empathy with the needs of customers.
  8. Commitment to equality and diversity.

SUMMARY OF TERMS & CONDITIONS OF EMPLOYMENT

1POST:Resource Administrator (Tech)

2EMPLOYER:York Housing Association Ltd

2 Alpha Court, Monks Cross Drive, Huntington, York Y032 9WN

3RESPONSIBLE TO:Corporate Resources Manager

4PLACE OF WORK:York

5HOURS:37 hours

6HOLIDAYS:Annual paid holiday will be 27 days plus 8 bank holidays (pro rata). Service days will be awarded after a qualifying period.

7SALARY:Starting salary £17,697.00 to £19,526.00

YHA Pay Scale Point6 of 6-9

Salary payable directly into bank or building society account on the 28th of each month.

8PENSION:The Association is a member of the Social Housing Pension Scheme.

9STAFF BENEFITS:Employee Assistance Programme

Healthcare Scheme

Additional Leave Purchase Scheme

Company Sick Pay Scheme

Enhanced Maternity Pay

Other benefits as defined in the Staff Manual

10COMMENCEMENT DATE:As soon as possible

11PROBATIONARY PERIOD:6 months

12VEHICLE USERNon-essential car user.

BRIEF DETAILS ABOUT YORK HOUSING ASSOCIATION

York Housing Association is a locally based organisation which was founded in 1964. It provides a range of housing and support services in the Yorkshire and Humber region, with a current development programme of over £10m. Special emphasis is given to providing housing for single people (including students), people who need housing with support and older people. YHA works closely with a number of voluntary and statutory bodies to develop new housing schemes and to provide housing with care and support e.g. for people with mental health problems, young homeless people, people with learning disabilities etc.

The Association’s objective is the provision and long term management of good quality homes in York and the surrounding areas, which are affordable to people on low incomes. Accommodation is for households in serious housing need who are least able to gain access to satisfactory housing in other ways.

YHA is a Housing Association with charitable status, registered in England under the Co-operative and Community Benefit Societies Act 2014. Registration number 16826R.