JOB TITLE:
RESPONSIBLE TO:
ADMINISTRATOR
TECHNICAL SERVICES MANAGER & DIRECTOR
RESPONSIBLE FOR: NONE
WORK LOCATION: SHEPTON MALLET
SUMMARY OF ROLE:
As a member of a small team you will be responsible for providing general administrative support, reception duties and co-ordination of the Handyperson/Stairlift team.
Reception duties to include face to face and telephone contact, ensuring a customer focussed, efficient and professional manner at all times.
Administration - responsible for undertaking all aspects of administration for the Agency from initial enquiry through to final invoicing; developing and maintaining office systems as required, keeping clear and accurate records at all times, liaising with clients and their families, Local Authorities, Social
Services and other statutory bodies.
Responsible for co-ordinating the Handyperson repair team by programming weekly work schedules, and co-ordinating the Total Homes 100 contractors, processing paperwork and reports as required.
KEY TASKS:
Reception
 Answer telephone calls promptly and efficiently, establishing and maintaining a professional relationship with clients and their representatives, dealing sensitively with their enquiries.
 To be the first point of contact to “meet and greet” business contacts, staff and clients dealing with their requests as necessary.
 Redirect calls as appropriate both internally & externally, recording messages as required.
 Keep reception areas clean and tidy at all times.
 Receive and action deliveries where necessary.
 Open and distribute all incoming mail and ensure all outgoing mail is stamped and posted daily.
 Update internal telephone records.
Administration
 First point of contact for receiving telephone requests for repairs to clients properties; establish and maintain good relations with clients and their representatives.
 Record work requests to database and enquiry sheets.
 Categorise and prioritise repairs, making appointments by phone and letter where appropriate.
 Type up quotations for larger repair works as required.
 Co-ordinate Handyperson’s workloads through weekly work schedules.
 Check and process paperwork generated by Handyperson’s; supplier order forms and receipts, work sheets and timesheets.

 Order and maintain stock levels for the day to day running of the Handyperson service.
 Develop and maintain controls of stock/materials purchased through regular audits of stock held (stock takes).
 General administrative support including; word processing, maintaining databases, spread sheets, filing etc.
 Open and maintain client Core files; paper and database, monitoring and recording progress of all cases; updating Technical Officers, Caseworkers and clients as necessary, producing reports as required.
 Issuing case documents to Caseworkers for financial checks and final applications; receipt, process and recording of results.
 Compiling & issuing documents for Tender; recording, issue and receipt.
 Compiling document packages for Occupational Therapists, Local Authorities, Wessex
Reinvestment Trust, Registered Social Landlords and client information; record issue and receipt.
 Compile and delivery of DFG application packages to Local Authorities or other funders; monitor, record progress and approval.
 Maintain financial records through Quickbooks accounting system for both HP & Core services; process supplier orders and process supplier invoices, raise customer invoices, receive and record payments.
 Issue Client Satisfaction Forms on completion of works and monitor the effectiveness of the service through their return, act upon comments raised.
 General administrative support including; word processing, maintaining databases, spread sheets, filing etc.
 Remove and rotate daily IT Data Tape.
 Liaison and regular internal post run to MDC.
 Yearly archiving of case files; storage/shredding as necessary.
 Adhere to Mendip Care & Repair’s Health & Safety Policy.
 Actively participate in self development activities attending training courses where necessary.
 Any other duties which the Care & Repair Director may reasonably request.
EXPERIENCE AND QUALIFICATIONS:
1. Possess excellent communication and interpersonal skills.
2. A sympathetic and sensitive understanding for the needs of the elderly and disabled.
3. Understand the necessity for confidentiality.
4. Previous administrative experience.
5. Good standard of secondary education to GCSE standard.
6. A practical common sense approach to prioritising and problem solving, with the ability to work unsupervised.
7. Ability to operate IT systems; word processing, spread sheets, databases, (Microsoft Office applications.
8. High level of accuracy and attention to detail.
PRINCIPAL CONTACTS:
Internally - Care & Repair Staff. Externally - Clients and their relatives, Social Services, Local
Authorities, voluntary groups and business contacts.
This job description sets out the main duties of the post at the date of completion. Such duties may vary from time to time without changing the general character of the post or the level of responsibility entailed.

Category
SOMERSET CARE & REPAIR LTD
PERSON SPECIFICATION: Administrator
Essential Desirable Test/Assessment method
Interview, application and references
Experience Previous experience of working in an administrative environment for at least
3 years
Skills/ability Excellent communication and interpersonal skills
Practical/common sense approach to problem solving
Ability to prioritise
Good team player
Keyboard & IT skills
Methodical & organised with the ability to work under pressure
Qualifications Good level of education to GSE Standard
Ability to organise workloads for others
Knowledge of computerised accounting and/or
Quickbooks
Knowledge or building/construction industry
Recognised qualification in Business
Administration/
Wordprocessing
Interview and personality
Interview questions and personality
Interview questions and personality
Interview, application and references
Interview and previous experience
Interview questions, personality, application and references
Interview and application
Previous experience, application & interview
Application from & certificates
Application form & certificates