Job Introduction
Fixed Term Contract for 16 months
Studying Business Administration Level 3 with HTP Apprenticeship College
37 hours per week
This is a really fantastic opportunity for a person to support the administration of the Building Repairs Service and support the Head of Building Repairs. Candidates must be enthusiastic, good communicators and have excellent attention to detail, being able to manage multiple demands and workstreams arising from the service.
Your new role
Sitting within the Housing, Neighbourhoods and Building Services directorate, you will be directly reporting to and supporting the Head of Building Repairs by;
Supporting the administration and governance of the Building Repairs Service. The service comprises undertaking response repairs across our varied 17,000 housing stock and 900 corporate buildings to maintain and improve our properties.
The range of duties undertaken in the role will be varied and ensure the running of an efficient and effective service and will include:
- Arranging and providing administrative support in meetings including the production of agendas, meeting minutes, risk registers and management of action logs.
- Uploading and monitoring information on our IT systems, for example ensuring the repairs and stock database is updated with complaints and survey reports.
- Supporting with collating and preparing data for financial and performance measures across the service.
- Supporting with general administrative duties, including sending letters, raising orders, assisting with organising recruitment, auditing data for accuracy, managing calendars & emails of senior staff, etc.
Who is the person?
The ideal candidate is someone who will:
- Demonstrate excellent attention to detail with proficient keyboard skills with the ability to produce work efficiently and accurately under time constraints including
- supporting the management of meetings to ensure that accurate information is recorded during meetings in a timely manner including preparing agendas, minutes, action logs and risk registers to a high standard.
- preparing and reviewing letters to residents, complaints, surveyor reports and updating the database as appropriate in a timely manner
- Can work independently and be well organised to be able to successfully manage multiple, competing workstreams to ensure that information is provided at the right time to a high standard.
- You will need to have least one of the following; GCSE Grade 9-4, GCSE Grade A-C, Functional Skills Level 2 in Maths & English.
- Have excellent communication skills, including;
- Ability to ask effective questions to gather accurate information.
- Handing over the right information, to the right people and at the right time.
- Being assertive and challenging while dealing professionally with colleagues, service users, third parties and contractors.
- Have excellent customer service skills to deliver the high level of customer service.
- Have the ability to understand what work is most important and prioritise as appropriate.
- Able to work as part of a team to ensure a smooth delivery of the service and be flexible in being able to adapt to the needs of the team.
- Are competent to be trained to use a variety of IT databases and systems such as the Repairs and Maintenance Database, as they will need to be updated with timely, relevant and accurate information.
- Have relevant experience of using all Microsoft packages; in particular be able to demonstrate practical IT skills using Word, Excel spreadsheets and Outlook. Knowledge of analysing data and MS Project to assist planning projects would be beneficial.
- Sufficient knowledge and confidence to be able to work largely autonomously following briefing and direction provided by the Head of Service.
- Have a positive attitude towards work, be resilient, embrace change and actively work with your colleagues to improve the service offered to customers.
- Be able to use information to problem solve.
About Portsmouth City Council
Portsmouth City Council is a unique organisation, committed to making a difference, and is guided by core values that set who we are as people, what we stand for, and how we act.
We are committed to our values of respect, integrity, collaboration, inclusivity and being people-focussed. These values set out how we can contribute to the success of the council and our own success as individuals. Learn more about our values and behaviours.
Our recruitment process
Full information about our recruitment process can be found on our support for applicants' page: Support for applicants - Careers portal
You must demonstrate why you are suitable against each of the points described in the 'Who is the Person' points on the Job Profile using examples from your experience or transferable skills. This might be through qualifications or descriptive examples from your work / personal experience, which clearly illustrates what you did and the effect it had. Please do this in the 'additional questions' section of the form. If you apply without this, it is unlikely that you will be successful.
We are a disability confident employer and Armed Forces Covenant gold standard. More information can be found at Equality, diversity and inclusion - Careers portal
You will need to demonstrate that you have the Right to Work in the UK. No post will be offered without it.
Read more about working at Portsmouth City Council and our benefits on our career's portal homepage: Careers Portal - Find jobs with Portsmouth City Council
Should you require any support in completing the application form please contact recruit@portsmouthcc.gov.uk or call the recruitment team on 023 92 616 800.
If you need additional support looking for roles, you may be eligible for help under our Connect to Work programme, for more information please visit Connect to Work - Portsmouth City Council
