Business administrator

City of Lincoln Council; Lincoln; On-site; GBP 20,000 - 25,000; Full time

Job summary

A local authority in the United Kingdom seeks an enthusiastic candidate for a position focused on tenancy management and administration. The role involves preparing and maintaining records, handling communications, and providing information to tenants. Ideal candidates should have GCSE qualifications in English and Mathematics, along with strong communication and IT skills. The position promotes teamwork and requires attention to detail, ensuring compliance with data protection standards in a responsible working environment.

Qualifications

• GCSE in English and Mathematics, grade A-C / 9-4.
• Other relevant qualifications and experience may adjust the apprenticeship.

Responsibilities

• Assist with preparing and maintaining tenancy records.
• Input and check data on housing management system.
• Handle incoming communications and direct enquiries appropriately.
• Support tenants with basic rent information and services.
• Prepare documentation used in tenancy management.
• Collate information for new tenancies and reviews.
• Build and maintain positive relationships within and outside the team.

Skills

Communication skills

IT skills

Attention to detail

Organisation skills

Customer care skills

Number skills

Team working

Creative

Initiative

Literacy skills

Education

GCSE in English (grade A-C / 9-4)

GCSE in Mathematics (grade A-C / 9-4)

Job description

Responsibilities

• Assist with preparing, updating, and maintaining tenancy records and case files
• Input and check data on housing management system
• Ensure records are accurate, confidential, and compliant with data protection standards
• Handle incoming emails, phone calls, and enquiries, ensuring they are directed to the right officer
• Support tenants with basic information such as rent queries and signposting to relevant services
• Prepare letters and documentation used in tenancy management
• Assist officers with estate-based tasks, including scheduling inspections and updating logs from site visits
• Collate information for new tenancies, tenancy reviews, anti-social behaviour cases and safeguarding referrals
• Support the tenancy team with general administrative tasks, skilled in the use of multiple IT packages and systems relevant to the organisation in order to write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produce accurate records and documents including emails, letters, files, payments, reports and proposals. Make recommendations for improvements and present solutions to management. Draft correspondence, write reports and review others' work. Maintain records and files, handle confidential information in compliance with the organisation's procedures. Coach others in the processes required to complete these tasks.
• Exercise proactivity and good judgement. Make effective decisions based on sound reasoning and deal with challenges in a mature way. Seek advice from more experienced team members when appropriate.
• Build and maintain positive relationships within the team and across the organisation. Demonstrate the ability to influence and challenge appropriately. Become a role model to peers and team members, developing coaching skills as you gain area knowledge.
• Demonstrate good communication skills, whether face‑to‑face, on the telephone, in writing or on digital platforms. Use the most appropriate channels to communicate effectively. Demonstrate agility and confidence in communications, carrying authority appropriately. Understand and apply social media solutions appropriately. Answer questions from inside and outside of the organisation, representing the organisation or department.
• Complete tasks to a high standard. Demonstrate the necessary level of expertise required to complete tasks and apply yourself to continuously improve your work. Review processes autonomously and make suggestions for improvements. Share administrative best‑practice across the organisation, e.g. coach others to perform tasks correctly. Apply problem‑solving skills to resolve challenging or complex complaints and be a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, managing priorities and time to meet deadlines. Positively manage the expectations of colleagues at all levels and set a positive example for others in the workplace. Make suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manage resources e.g. equipment or facilities. Organise meetings and events, take minutes during meetings and create action logs as appropriate. Handle logistics e.g. travel and accommodation.
• Use relevant project management principles and tools to scope, plan, monitor and report.
• Plan required resources to successfully deliver projects.
• Undertake and lead projects as and when required.

Qualifications

• GCSE in:
  • English (grade A‑C / 9‑4)
  • Mathematics (grade A‑C / 9‑4)
• Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills and Competencies

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Number skills
• Team working
• Creative
• Initiative
• Literacy skills

The City of Lincoln Council is a local authority which provides a range of public services to the residents of Lincoln such as housing, revenues and benefits and council tax. The Council's vision statement is "Together, let's deliver Lincoln's ambitious future".