Office Administrator

Yolk Recruitment Ltd; Portsmouth; On-site; GBP 23,000 - 30,000; Full time

Job summary

A leading sheltered housing association in Portsmouth is seeking a dedicated Administrator to support everyday operations and enhance the quality of services provided to tenants. This permanent full-time role requires a reliable individual with strong organizational skills and experience in administrative duties, particularly in a social care or housing context.

Qualifications

• Previous administrative experience, ideally in a housing or social care environment.
• Competent in Microsoft Office and Housing Management Systems.
• Ability to handle sensitive information with discretion.

Responsibilities

• Act as the first point of contact for Head Office, greeting visitors and managing phone calls.
• Process and maintain all applications for accommodation and tenancy records.
• Assist with recording and tracking of routine Health & Safety checks.

Skills

Organizational skills

Communication skills

Interpersonal skills

Time management skills

Attention to detail

Tools

Microsoft Office

Housing Management Systems

Job description

Role: Permanent, Full time up to 35 hours per week Mon - Fri

We are excited to be working with a sheltered housing association in Portsmouth who are looking for a passionate and skilled Administrator to join their dedicated teams on a permanent basis, supporting with the everyday functions of their services to tenants.

Reception & Front Office Duties

• Act as the first point of contact for Head Office, greeting visitors professionally and managing incoming phone calls.
• Direct queries to the appropriate team members in a courteous and efficient manner.

Administrative Support - Housing Management

• Support across three key operational areas: Housing - People & Property, General Administration including:

Tenancy Applications & Records

• Process and maintain all applications for accommodation.
• Maintain an up-to-date register of eligible applicants and allocations, responding to requests for application forms
• Accurately input and monitor data on the Housing Management System and electronic filing systems.
• Compile and manage complete tenancy application packs and tenant welcome packs.
• Carry out the administration of allocation-related communications with external stakeholders, e.g. tenancy reference requests, local authority and energy supplier information letters and end of tenancy paperwork

Tenancy Records Management

• Ensure all personal, occupancy, and tenancy termination data is accurately recorded and kept confidential.
• Maintain records in accordance with GDPR and internal data policies.

Communications & Surveys

• Prepare and distribute the biannual tenant newsletter, Scuttlebutt.
• Assist with annual Tenant Satisfaction Measures surveys, including printing and mailing of letters and forms.

Health & Safety Support

• Assist with recording and tracking of routine H&S checks (e.g. fire extinguisher logs, water testing).
• Monitor and replenish first aid kits at Head Office and schemes as required.
• Record energy meter readings and upload data to the relevant energy supplier portals.
• Scan and file property-related documentation as required.

General Office Duties

• Monitor and maintain levels of stationery, office supplies, and staff work wear; order replacements when necessary.
• Report faults and arrange necessary repairs for office equipment including printers and telephones.

Skills & Experience Required

• Previous administrative experience, ideally in a housing or social care environment.
• Strong organisational and time management skills.
• Excellent communication and interpersonal skills.
• High level of accuracy and attention to detail.
• Competent in Microsoft Office and Housing Management Systems (training will be provided if needed).
• Ability to handle sensitive information with discretion and maintain confidentiality.

What we're looking for

• Reliable and empathetic administrator with similar previous admin experience
• To live within an easy commuting distance to Portsmouth
• Driving isn't essential but having a clean driving licence would be beneficial

The deadline for applications is Thursday 3 rd July with interviews being held week commencing the 7 th in Portsmouth

For further information about this opportunity, please contact Branwen Johns on 07458163873 and email a copy of your CV

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Created on 02/07/2025 by TN United Kingdom