Directorate Support Officer Scale 6

Main Purpose of the job:

Provide modern, customer-focused, efficient and effective administrative and clerical support to directorates, including project support where required.

To deliver a wide range of both routine and more complex administrative tasks in order to support the effective and efficient delivery of services within directorates.

This role will have a focus on providing administrative support to the Housing Service. However, future need may dictate that you will be required to support other Directorates at a later date.

Summary of Responsibilities and Personal Duties include:

1. Provide proactive business administrative support across various directorates.

2. To undertake all administrative work associated with the ordering and tracking of repairs works/disrepair specifications through to completion, including liaison with residents, contractors, surveyors and other stakeholders and effective use of key IT systems. Ensure that the correct Schedule of Rates (SOR) codes are used when processing repairs orders.

3. To work with colleagues in other areas of the service to resolve operational issues, complaints and enquiries, ensuring Lewisham Council�s deadlines for responses is complied with.

4. To manage the delivery of complex repairs and damp and mould as required, including the planning, sequencing and coordination of works. This will include liaison with tenants and leaseholders, contractors, DLO staff, housing officers, external surveyors, solicitors, social care and other agencies e.g. health and police. Seek to pro-actively resolve barriers to effective delivery, working within Council policy and procedures and challenging practices /under-performance which will lead to delays and/or unsatisfactory outcomes.

5. To support the design and implementation of high quality administrative and management information systems to support the work of the service, including ongoing evaluation and review.

6. Provide background information to enable staff to respond fully to reports of housing disrepair, complaints and other enquiries.

7. Collate and produce reports and statistical information for pre and post inspections, contractor performance and other issues relating to contract management.

8. Support the organisation of statutory visits, meetings and case conferences (including preparing papers, inviting attendees, booking travel).

9. Take accurate notes at meetings or other events, ensuring confidentiality is maintained at all times.

10. Support the organisation and delivery of events and training courses (including booking venues or catering and arranging travel/accommodation).

11. Collate, print and distribute documents or materials as required or requested by the directorate.

12. Process all correspondence including logging, distribution, monitoring, prioritising and reporting on progress and filing as appropriate.

13. Undertake basic research and analysis of information in relation to directorates.

14. To foster positive team working across the service and promote effective working relationships with residents, contractors, and other key stakeholders to ensure smooth running of the repairs process.

15. To provide financial administrative support, including processing payments, compensation claims, fees, raising of purchasing orders, virements and provision of appropriate budget reports for management reporting.

16. Manage basic internal queries and information requests (only referring more complex queries to Team Managers).

17. Assist in the delivery of general office management tasks within the department, including supporting Business Continuity and Health & Safety processes and maintaining corporate registers or contract lists.

18. Be aware of and comply with policies and procedures relating to safeguarding, child protection, health, safety and security, confidentiality and data protection (reporting all concerns to an appropriate person).

19. To ensure that duties are carried out in accordance with the Council�s policies and Code of Conduct, incorporating our values and behaviours-being ambitious, inclusive, collaborative, accountable and trustworthy.

20. To take a proactive role, taking personal ownership and responsibility for the delivery of excellent customer services within your area; working closely with colleagues in relevant directorates to provide a seamless service. As part of a corporate administrative function, you may be required at times to support other areas of the authority with their administrative duties. This could include for example support for OFTSED inspections, Peer Challenges, and any other urgent administrative matter.

The post-holder may be required to change location in accordance with the needs of the service.

Internal Contacts: These include Members, Chief Executive, Executive Directors, Directors other Senior Managers and all staff across the organisation

External Contacts: This will include residents and members of the public and other relevant Public Sector Organisations, e.g. Local Trusts, CCG, other Local Authorities Government Departments, for example the Home Office, DfE, DWP, Cabinet Office, MHCLG, Voluntary Sector Organisations, regional bodies such as London Councils and the Greater London Assembly.

To carry out the duties of the post with due regard to the Council�s relevant codes and procedures.

All employees are required to participate in the Performance Evaluation Scheme (PES) and to undertake appropriate training and development identified to enhance their work.

Undertake other duties, commensurate with the grade, as may reasonably be required.

Consideration will be given to restructuring the duties of this post for a disabled postholder