Job Description and Person Specification - Spectrum Housing Group

JOB DESCRIPTION
Job title
Department
Reporting to
Work location
Contracts Administrator
Maintenance
Contracts Manager
Blandford
Grade C JE points 295
Job purpose
To provide an administrative support service to Supervisors, Surveyors,
Managers and Directors of the company having regard to their Management
System.
MAIN RESPONSIBILITIES
• To answer the telephone in a professional manner in line with company policy, obtaining the
appropriate information and relaying messages accurately by e-mail when necessary.
• To undertake general office duties to include dealing of both incoming and outgoing mail,
photocopying, filing, word processing and receiving of visitors to promote a high standard of
hospitality.
• To maintain contract specific records accurately and in accordance with the company’s
Management System, storing them in a well-organised and retrievable manner.
• To assist or provide cover for colleagues as and when needed.
• To ensure that all works orders received are processed in accordance with the company’s
Management System from receipt through to payment in an orderly, accurate and timely
way.
• To assist in the process of all elements of planning by making appointments and effectively
allocating work to the operatives having regard to urgency, need and resources available, rearranging
when necessary.
• To assist in the day to day procurement process by raising purchase orders and delivering the
same in an accurate and efficient way to include appropriate audits.
• To promote across the business an element of awareness at all times showing best value to
the Group and its clients.
• To ensure that all information relating to wages and vehicles is collated and processed in
accordance with agreed timescales.
• To ensure appropriate office supplies are maintained and replenished as required.
• To maintain any records as requested including any absence of personnel in accordance with
the Absence Monitoring Policy and flexi-time control.

• To keep accurate petty cash records in compliance with the procedures laid down by the
Group.
• To prepare any reports as requested including key performance and outstanding works.
• To attend any appropriate meetings, both formal and informal, as and when required.
• To establish a professional working relationship with customers and address all matters raised
by them in a timely and precise manner in accordance with contract specifics.
• To help provide an excellent customer service by being an effective team member thus
enabling the Group to strive towards their mission statement of ‘providing customer focused,
quality driven and responsive services to those in need of accommodation, care, supported
housing management and property maintenance’.
• To carry out any other duties considered appropriate with the position.
• To ensure that all company policies and procedures are adhered to.
• To represent the company in a professional manner at all times.
• All employees must observe & comply with the Group’s Policies and Procedures for Health &
Safety.
• All employees must observe & continually promote the Group's Equality, Diversity & Inclusion
Policy.
This is a description of the job as it is presently constructed. This will be reviewed
periodically and updated to ensure that the job description fully reflects the responsibilities of
the job.
Description prepared by:
Employee name:
Employee signature:
HR BP name:
HR BP signature:
Date:
Date:
Date:

PERSON SPECIFICATION
Job title
Department
Contracts Administrator
Maintenance
Section
B. Experience
C. Knowledge and
skills
Instructions
1.
Criteria
Strong, demonstrable experience of
working in a customer-orientated
environment.
2. Strong, demonstrable experience of
applying administrative processes
and procedures in a team support
role.
3. Experience of working in a trades
and maintenance or contract
orientated environment
4. Experience of using a variety of
computer packages including
databases and Microsoft Word,
Excel and Outlook.
1.
A confident and friendly telephone
manner.
2. Ability to work under pressure and to
deadlines.
3. Ability to communicate effectively
both verbally and in writing.
Method of
assessment
Application form,
Interview
Application form,
Interview
Minimum
shortlist
score
3
Application form 1
Application form,
Interview
Interview
Interview/Test
Interview/Test
4. Good numeracy skills. Interview
5. A positive and flexible approach to
change.
6. Ability to deal calmly with difficult
situations.
7. An understanding of the key issues
of working in and providing support
to a team.
8. Clear understanding of the principles
of customer care.
Interview
Interview
Interview
Interview
Minimum score
required to be
shortlisted
• If more than six applicants pass the minimum shortlist score, only the top six scores will be
interviewed. However, should any candidates who suffer with a disability meet the minimum shortlist
score, they will automatically be invited to attend for interview, which may mean interviewing more
than six candidates.
3
3
10