Clerical Officer (Housing Management)

Clydebank Housing Association Ltd; Clydebank; On-site; GBP 20,000 - 25,000; Full time

Job summary

A local housing association in Clydebank seeks a Clerical Assistant to support housing services with clerical tasks, reception duties, and customer interaction. Ideal candidates will possess strong organizational skills and a commitment to customer service. This role is critical in ensuring effective administration within the Housing Services Department.

Qualifications

• Ability to carry out clerical duties under supervision.
• Good organizational skills to manage workload effectively.
• Competency in using IT systems for reception duties.

Responsibilities

• Provide ad-hoc reception cover and assist customers with inquiries.
• Keep accurate housing database records and monitor office supplies.
• Assist during busy periods with the sign-up of new tenancies.

Skills

Routine office skills

Customer service

Organizational skills

Communication skills

Job description

Overview

Main objectives of the post: To efficiently carry out clerical tasks within the Association’s Housing Services Department as agreed with the Housing Services Manager and/or Head of Housing Services.

In keeping with EVH grading guidelines, this post will:

• Involve routine office skills and activities
• Organisation of some of own workload under supervision
• Collating information for senior staff
• Provide information to customers
• Follow pre-defined policies and procedures

Accountability

The Clerical Assistant will be directly responsible to the Housing Services Manager and thereafter, the Head of Housing Services, Chief Executive and Management Committee. Day to day supervision will be from the Housing or Maintenance Officers or Assistants.

Duties

Reception

• Provide ad-hoc reception cover.
• Greet customers and direct them appropriately.
• Assisting customers directly with enquiries where possible.
• Use of reception IT and telephone systems.
• Process mail.
• Carry out assigned clerical duties.

Housing Services

• Keep accurate housing database records
• Report any IT problems to the supervising officer
• Administration of the housing list, including entering/updating application forms and carrying out reviews
• Keep filing systems accurate and tidy
• Give general housing advice and assistance to customers in relation to the housing list
• Administration of customer satisfaction databases for Housing Services functions
• Monitor office supplies for the section
• Monitor supplies of paperwork for relevant Housing Services functions
• Assist during busy periods with the sign up of new tenancies
• Assist customers where required to complete housing forms
• Accompany other housing services staff on visits as required
• Take rent payments
• Post rents to customer accounts and ensure associated information is in order and correctly stored

Housekeeping and Health & Safety

• Follow CHA Health and Safety policies and procedures in relation to role
• Participate in any required H&S training

Servicing of meetings

• On occasion, help set up meeting room and take notes at meetings
• Ensure meeting room returned to tidy operational function after any meeting

Training

• Actively look at training opportunities in relation to own role and agree attendance with supervisor or manager
• Attend relevant training

General

• Carry out any other relevant duties as directed by the Housing Services Manager, Head of Housing Services or Chief Executive. Any duties will be within EVH grading guidelines for this post.