This role is currently based from home due to COVID 19 until further notice. Peabody plans to move to a hybrid model of working which means that once our office refurbishment has been completed, the role will be part office (Waterloo) and part home based. 

Purpose of Role:

The purpose of this role is to provide technical administrative support to the Latent Defects Team:

• Supporting the team in delivering a programme of latent defects on schemes arranging meetings and site visits, maintaining reporting information and records, and producing reports and presentations.
• To advise and support our customers in resolving their queries and issues, ensuring that their expectations are managed and proactive resolutions are identified.
• To deal with customer complaints promptly and in line with Peabody procedures, including coordinating the input of the Employer's Agent and/or Peabody surveyors
• To develop and maintain relationships with internal and external stakeholders to support our customers.
• To chase contractors re resolution of defects and liaise with aftercare teams to make sure outcome is satisfactory for Peabody and residents

This post will be expected to work closely with the Procurement & Contracts Coordinator post with the D&QT to share responsibility for the administrative support required by the Senior Design & Quality Manager and the Design & Quality Managers.

Role specific

1. To provide an effective service that recognises and fully supports the business objectives of the department.
2. To create and maintain comprehensible and accessible filing and other relevant systems to enable the provision of general information and statistical returns as and when required, ensuring that all files, contracts, and records are kept up to date and old documents are archived as necessary in accordance with agreed policy.
3. To input data and maintain relevant databases as necessary for the department and the company, including information on schemes, contractors, consultants and suppliers
4. using a range of both in-house systems and external systems, Constructionline, Delta eSourcing, PROACTIS, etc.
5. To liaise closely with other Departments in providing information requested to support Peabody’s business processes and procedures.
6. To provide either adhoc or regular team specific support, including but not restricted to coordinating & compiling scheme specific guides, scheme audit files, new supplier forms, documents for signature process, checking local authority planning portals, etc.
7. To contribute to the preparation of statistical, financial and written updates on Development and Sales activities, including KPI reports and other departmental monitoring systems.
8. To assist with printing / collation of documents / drawings and publishing on Swordfish Housing and / or saving in electronic filing systems as directed.
9. To assist with project reviews meeting minutes / scheme summaries for each completed scheme.
10. To research and gather information using both internal and external resources.
11. To create documents from handwritten notes using Microsoft Office - Word, Excel, PowerPoint, Visio.
12. To arrange meetings and training seminars hosted by the D&QT, confirming dates, venues and attendance as necessary, preparing / booking meeting rooms and organising any required equipment, collating papers for distribution, ordering and/or providing refreshments, and taking minutes when requested.
13. To deal with routine enquires from external agencies, internal customers and stakeholders within pre-agreed departmental and company timeframes.
14. To assist with answering enquirers and request for information made to the D&QT
15. To follow the direction of the Technical Manager and Project Manager Latent Defects, but use own initiative as and when appropriate, taking a proactive, enthusiastic approach to all requests for assistance from staff within the department.
16. To follow Peabody Health and Safety policies and procedures to ensure, as far as is practicable, your own safety and that of others in the workplace.
17. Contribute to the development of Peabody’s procedures and processes.
18. Keep abreast of the work of the Latent Defects team and build up a personal knowledge base on design and build standards, and construction methods, with the aiming of improving personal understanding of the work of the team and increase the effectiveness of the role.

Skills/Experience required

• Proven experience of working effectively in an administrative or business support role.
• Punctual, with excellent time management skills and the ability to effectively work to multiple deadlines.
• Highly organized in every aspect of work, taking ownership for completion of all tasks.
• Ability to produce accurate work and with exceptional attention to detail.
• Ability to undertake research and prepare basic management reports.
• Experience of maintaining various databases and information systems.
• Confident and proficient with IT, with an advanced working knowledge of Microsoft Word, Excel, PowerPoint, Visio & Outlook.
• Experience of minute taking and meeting organisation.
• Excellent interpersonal & communication skills, writing in plain English, producing concise, easily understandable, audience-friendly emails, letters and reports with a high standard of grammar and spelling.
• Ability to liaise professionally with stakeholders, both internally and externally.
• Excellent customer service skills
• Team player yet able to work under own initiative.
• Ability to respond to changes positively and swiftly understand new information technology and systems, as well as ideas, concepts and instructions and action accurately.
• Ability to work efficiently and effectively under pressure in a busy office environment, maintaining a professional approach whilst providing a high quality, seamless support service.
• Flexible, committed, enthusiastic and energetic with a proactive attitude to problem solving.

Job No: 504350

Job Type: Hybrid (Full-time)

Salary: £33,283 per annum

Weekly Hours: 35 

Shift Pattern: Monday - Friday 

Benefits: 30 days’ annual holiday plus bank holidays, Employee benefits program, Pension scheme + more

If you experience any technical issues, please email recruitment@peabody.org.uk quoting the job number and title.

At Peabody, where possible, we provide flexible working opportunities from day one to our employees, as we recognise the importance of a good work-life balance; and to improve our productivity and performance, we embrace agile working, which means if you are in a desk based role, that will be a hybrid of office and home working. If your role is in a client facing environment, appropriate base location will apply.

Our mission is to help people make the most of their lives and an important part of this is to ensure that our organisation reflects the wider communities we serve. We want to attract recruit and retain a diverse, inclusive and creative workforce to give us the best opportunity to meet the diverse needs of our residents and customers. We actively encourage applications from all groups and communities, as well as from BAME, LGBTQ+ and disabled people.