Responsive Repairs Administrator

Housing Associations Limited.; Bellshill, Irvine; Hybrid; GBP 30,000 - 32,000; Full time

Benefits offered by this job

Flexible and hybrid working

Health and wellness support

Tech and cycle schemes

Compassionate leave

Job summary

Cairn HA is seeking an experienced Responsive Repairs Administrator to provide administrative support within the Maintenance Team, ensuring excellent customer service through face-to-face interactions, telephone calls or written communications.

Based at one of Cairn's Scottish offices with hybrid working, you will coordinate diaries, prepare documents, process invoices, and maintain GDPR-compliant records while upholding company policies and industry standards.

Qualifications

• Recognised Administration qualifications or 2 years’ experience working in an admin role within the maintenance setting.
• Competent in the use of spreadsheets and Microsoft Office applications Excel and Power Point.
• Experience of working in an office environment as part of a busy team, with strong telephone and letter-writing skills.
• Experience in providing administrative support to a team working in the repairs maintenance sector.
• A Basic Disclosure is required for this role.

Responsibilities

• Support and assist the Maintenance Team by organising and planning diaries and arranging appointments for inspections and visits.
• Undertake administrative and clerical duties, such as letter writing or note taking at meetings to support and inform the team and the wider organisation of all agreed actions, outcomes and confirmed responsibilities.
• Provide Administrative support within the finance systems, by inputting correct codes for invoices before final costs are then authorised by others with delegated authorities.
• Maintain effective document and system upkeep in line with Company Policies and Procedures and working processes, to ensure industry standards and regulatory requirements are met, and information is processed in line with GDPR requirements.
• Provide advice and guidance to our customers and colleagues on relevant policies and procedures pertaining to the maintenance team, such as tenant alterations or other repairs and maintenance issues so as to ensure a consistent delivery service.

Skills

Administration

Microsoft Office

Excel

PowerPoint

Telephone skills

Letter-writing

Education

Administration qualification

Job description

Various office locations throughout Scotland

Cairn is seeking an experienced Responsive Repairs Administrator to provide administrative support within the Maintenance Team to ensure an excellent customer service through face to face interactions, telephone calls or written communications.

Key Responsibilities:

• Support and assist the Maintenance Team by organising and planning diaries and arranging appointments for inspections and visits.
  
• Undertake administrative and clerical duties, such as letter writing or note taking at meetings to support and inform the team and the wider organisation of all agreed actions, outcomes and confirmed responsibilities.
  
• Provide Administrative support within the finance systems, by inputting correct codes for invoices before final costs are then authorised by others with delegated authorities.
  
• Maintain effective document and system upkeep in line with Company Policies and Procedures and working processes, to ensure industry standards and regulatory requirements are met, and information is processed in line with GDPR requirements.
  

Provide advice and guidance to our customers and colleagues on relevant policies and procedures pertaining to the maintenance team, such as tenant alterations or other repairs and maintenance issues so as to ensure a consistent delivery service.

Requirements – What We’re Looking For:

• Recognised Administration qualifications or 2 years’ experience working in an admin role within the maintenance setting.
  
• Competent in the use of spreadsheets and Microsoft Office applications Excel and Power Point.
  
• Experience of working in an office environment as part of a busy team, with strong telephone and letter-writing skills.
  
• Experience in providing administrative support to a team working in the repairs maintenance sector.
  
• A Basic Disclosure is required for this role.
  Employee Benefits: Why Cairn is the Best Place to Work

Join Cairn and enjoy a range of benefits including flexible and hybrid working, health and wellness support, tech and cycle schemes, compassionate leave, and more!

Cairn HA is passionate about creating equal opportunities for everyone and warmly invites applications from all community members.

Closing date for applications

Friday 16th October 2026, 12:00

Full salary & employment details

Location: Bellshill or Irvine(with Hybrid Working)
Salary: The salary for this post is £30,426.34 per annum rising to £32,027.73 on successful completion of a 3 month probationary period
Work pattern: Full-time (34.5 hours per week), Permanent