Senior Admin Officer

Key Responsibilities

Assisting with the necessary actions to ensure the accuracy of rent and rates charges on HMS.

Keying changes on HMS where necessary.

Assist with and support the annual planning process to ensure the annual rent and rates charges are accurately calculated, input to HMS and advised to tenants for all relevant properties.

Reviewing control reports to ensure anomalies are identified and resolved.

Collate information to assist with the calculations and necessary actions to derive Property Record Errors and Late Implementation of Charge write-off throughout the year including liaising with Area Office personnel on same.

Liaising with key business personnel and external stakeholders in relation to Rent and Rates Assessment as and when required.

Undertake continuous reviews of property records to ensure system accuracy and take corrective action where necessary.

General

To provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion, while ensuring timely escalation to Managers, when required.

To ensure continued and effective working relationships with key internal and external stakeholders.

To provide support and cover for the other members of the Finance team as and when required to ensure resilience as far as practicable.

To undertake the duties in such a way as to enhance and protect the reputation and public profile of NIHE.

To comply with and enforce all NIHE frameworks, policies and procedures, including but not limited to those relating to legal requirements such as equality, health and safety and information governance.

To promote, uphold and implement all NIHE policies, plans and procedures, ensuring policy requirements and timescales are adhered to.

To direct and signpost managers and officers to the appropriate source for issues outside the remit of this post.

To undertake any other duties which may be assigned to meet organisational need and the change agenda and which are reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined.

Note: This summary of responsibilities and personal duties is not intended to be exhaustive. This role will develop and change in line with strategic corporate programmes and projects.

Person Specification

Applicants must provide evidence by the closing date for applications that they meet the following essential/desirable criteria:

Criteria

Knowledge, Skills and Experience

Possess a minimum 5 GCSE / “O” Levels or equivalent qualification (including Maths and English at grade C or above).

Refer to Qualifications Framework for equivalencies

Either:

a. Possess a Level 3 qualification (e.g. A-level), or equivalent

OR

b. Can demonstrate 3 years’ relevant experience (as outlined below).

Have at least 1 years’ relevant experience (within the last 5 years) of working within a finance transactional environment.

Have at least three years’ experience working within a Finance / transaction processing environment to include:

The use of a management system in a transaction processing environment

Spreadsheet skills

Knowledge, Skills and Experience (continued)

5. Demonstrate (assessed at interview):

Excellent planning and organisational skills

Extremely well organised and details oriented

Proficient in Microsoft Excel

Strong customer orientation and good communication skills

Candidates may also be assessed against the relevant section of the Behavioural Framework.

Terms and Conditions

The general terms and conditions are those agreed by the National Joint Council for Local Government Services. This is a summary of the conditions of appointment and is not intended to be exhaustive.

Flexibility

We have introduced a Flexible Working Arrangements policy to improve working lives for our people while ensuring customer service is maintained. This is about more than just where people work, it also enables flexibility regarding when and how our people work and deliver services. We recognise that roles across the Housing Executive are different, and every individual is different, therefore we know that a ‘one size fits all’ approach is not appropriate. We provide our managers and our people with key principles and guidance so that we can optimise flexibility while also continuing to deliver a high standard of customer service. Opportunities depend on the role and we are happy to discuss this with the successful candidate.

Total Financial Package

The salary scale for this post (Band 4) is £26,835 - £31,586 per annum. Successful candidates normally commence on the first point of the pay scale, however, depending on the successful candidate’s current financial package, skills and experience, we may be able to facilitate a higher starting salary.

In addition to basic pay we also have an excellent pension scheme, with an employer contribution of 19%. As an employee you will pay a pension contribution rate between 5.5% and 10.5%. This is a contributory scheme with the contribution rate linked to salary. For further information visit the NILGOSC website. We also offer access to the NILGOSC Prudential Additional Voluntary Contributions (AVC) scheme which has a number of additional benefits.

Increments

Increments are normally payable from 1 April in each year, subject to satisfactory service.

Location*

You will be based at 2 Adelaide Street, Belfast, BT2 8PB.

Hours*

The contractual hours are 37 hours per week and are normally Monday to Friday, 9.00 am to 5.00 pm.

A flexible Working Hours Scheme is in operation with core hours of 10am-12pm and 2pm-4pm and we also seek to enable our people to work flexibly in respect to when they work.

In line with our commitment to flexibility we are happy to discuss this with the successful candidate with options being dependent on the nature of your role.

Annual Leave

You will be entitled to a minimum of 23 days annual leave per year.

The leave year runs from January to December and you will also be entitled to 12 public holidays.

Probation

Your employment will be subject to a satisfactory completion of a probation period of 6 months during which time your progress will be monitored and feedback will be provided. You will be obliged to follow all the procedures and rules laid down by the Housing Executive.

Period of Notice

You may terminate your employment by giving one month’s notice in writing, terminating on the last day of a calendar month. If your employment is being terminated, the period of notice to be given will be as recommended for Local Government Officers in line with terms and conditions.

Other Benefits

There are many benefits of working for the Housing Executive including:

Learning and development opportunities

Flexible working and family friendly policies

Volunteering and fundraising policy

Cycle to Work Scheme

Onsite Occupational Health services which includes flu jabs and complementary Fitech health and wellbeing assessments

Inspire Workplaces – providing free, confidential counselling and support to employees 24/7

Corporate gym membership, fitness classes and access to our in-house gyms available at Housing Centre, Belfast and Marlborough House, Craigavon

Pre-Employment Checks

Appointment is subject to:

(i) A satisfactory medical declaration.

(ii) Receipt of satisfactory references. References will only be sought as part of a pre-employment check prior to appointment. One reference must be a current employer or, if not currently employed, the most recent employer who would have knowledge of the successful candidate in a working environment. Candidates must be specific when providing address/contact details for referees.

(iii) A satisfactory Access NI Basic Disclosure Check through a Responsible Body. Please note that a criminal conviction does not necessarily debar any applicant from obtaining employment.

(iv) Providing the required documentation to satisfy the essential criteria i.e. proof of qualifications. It is important to note that if you do not provide the requested documentation you will not be able to take up post.

(v) Documentation Checks for the Prevention of Illegal Working - It is your responsibility to demonstrate you are entitled to work in the United Kingdom. If you are unable to produce the relevant documents, or the documents are not satisfactory, the offer of employment may be withdrawn. You will be required to produce original documents to verify your identity, one of which must be photographic identification.

Canvassing

Canvassing, in any form, oral or written, directly or indirectly, in connection with this appointment shall disqualify a candidate.