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Job description

The Administrator will work as part of the Asset Management team. This is a demanding role that is essential to the successful day-to-day running of the Asset Management services within the Association. The role generally involves oral and written communication, responding to email and telephone enquiries, raising orders, data entry and collating information. There is a requirement to be flexible in relation to tasks to be undertaken, have a conscientious approach to work and a keen attention to detail. Please see employer website for full job details & person specification.

Responsibilities

• Liaising with external contractors and internal staff to enable the servicing of all compliance components and to ensure all compliance KPI’s are met.
• Answering calls, using the software system to prioritise, and record details of calls, advising tenants appropriately in relation to response times and action in the event of urgent requirements.
• Delivering a great customer service experience, acting in a professional and understanding manner when liaising with external and internal customers in person, on the phone or via written correspondence.
• Working closely with the other members of the team to ensure the smooth operation of the office.
• Proactively and promptly responding to queries and liaising with line management to efficiently progress any duties assigned.
• Producing monthly performance reports and KPI information as required.
• Registering and responding to complaints in accordance with the Association’s Complaints policy.
• Raising orders, typing letters, data entry and updating of property records.
• Ensuring all records are maintained in accordance with quality system requirements, data protection legislation and that confidentiality of records is always maintained.
• Ensuring filing and electronic filing is always actioned and kept up to date.
• Arranging / attending meetings as required including taking of minutes.
• Working closely with the Finance Team to ensure all purchase orders, invoices and expenses are processed within agreed timeframes.
• Working in partnership with the other members of the team to ensure cover during office hours and compliance mailbox is monitored and actioned.
• Following policies and procedures clearly and having the forethought to highlight necessary amendments, ensuring documentation is up to date.

Skills and Qualifications

Essential Skills

• Hold a Level 2 qualification or equivalent and a minimum of one years’ relevant experience providing reception / administrative support in an office environment.
• OR Two years’ relevant experience providing reception / administrative support in an office environment.
• Relevant experience must include general office administration, dealing with telephone enquiries and servicing meetings.
• Proficient in the use of Microsoft Office applications including Outlook, Word and Excel. (demonstrated through work examples).
• Experience of delivering high levels of accuracy in work tasks showing attention to detail (demonstrated by examples).
• Experience of working with internal and external stakeholders, e.g. tenants and/or customers, in a confidential and professional manner (demonstrated by examples).
• Experience of using own initiative, as well as being able to work effectively in a busy team (demonstrated by examples).

Desirable Skills

• Experience of dealing with difficult customers (demonstrated by examples).
• Experience of processing purchase orders and invoices.

Further Information

Temporary: Fixed term Maternity Cover, up to mid-January 2027, subject to review. Location: Either Head Office, Belfast Or North West Office, Derry/Londonderry. Closing Date: 2pm on Monday 08 December 2025. Woven Housing Association Ltd is an equal opportunities employer. Woven provides homes that enrich the lives of our tenants and help create vibrant communities. We are an environmentally and socially conscious organisation with a strong focus on the development of high quality, inclusive social housing in areas of housing need. Working for Woven is not just a job, it is about being part of an organisation which puts people at the heart of all we do and provides opportunities to make a real difference by enhancing every life we touch. Our team works together to make a real difference and change peoples lives and we welcome individuals who want to be a part of our team and continue our story of success. At Woven we believe that brilliant work deserves brilliant rewards. From competitive salaries to flexible working options, time off for volunteering to helping you reach your career goals, we have you covered. In fact, we offer everything you need to help you be the best you can be in your role and make a big difference to life outside of work too.