Key Role and Responsibilities

Working as part of a busy administrative team, the main duties of the post are listed below: 

Organisational Administration 

• Greet, assist and direct visitors to the office.
• Answer incoming calls and handle callers’ enquiries. Assist in monitoring Hail’s emails.
• Record minutes of meetings and distribute to relevant persons.
• Liaise with staff to support prompt processing, filing and payment of invoices.
• Assisting with the organisation and co-ordination of meetings and events, for example, the Annual General Meeting. 
• Manage contracts for office and IT equipment.
• Assist in the production of documents and materials (to include typing, photocopying, presentations, circulars, memos, boiler service letters, letters re: H & S checks, any other bulk correspondence to tenants) relevant to all Departments. 
• Miscellaneous office based tasks: opening and logging post, scanning and printing documents, arranging couriers, updating office rota.

Administrative Support to Housing and Services

• Logging maintenance calls from tenants 
• Uploading case referrals on Salesforce.
• Co-ordinate with the supplier of lone working security devices to ensure all staff have functioning devices and that any issues that arise are addressed. 

HR Administration

• Liaising with colleagues to organise the advertisement and interview arrangements for recruitment as well as organising all administrative requirements for new starters ( eg contracts, personal details, set up on office IT systems, ID cards)
• Maintain up to date contact details for all staff. Maintain up to date organisational chart. 
• Organising internal or external training for staff members. 
• Liaising with HR consultants as needed to update HAIL policies and procedures. 

You will be required to perform such other duties as may reasonably be required of you by the organisation.