Compliance and RAAC Assistant - Fixed Term in Livingston

Job Description & Person Specification

Leave 34 days rising to 39

Hybrid Working and 9DF

Defined Contribution Pension Scheme

*Staff Benefits available after completion of probation period

Job Purpose

Responsible for providing administrative and operational support to the Asset Management team, ensuring that all procedures and processes are followed accurately and efficiently, and contributing to the smooth running of property management activities within the organisation.

This role adds value by maintaining compliance, upholding service standards, and supporting effective decision-making through timely reporting, attention to detail, and proactive problem-solving within an established framework. The post holder will support the RAAC Manager and Tenant Liaison Officer and will be first point of contact for customers regarding RAAC works. There will also be a requirement to provide administrative support to the Asset Compliance Officer.

Principial Duties & Responsibilities

• Provide support to internal and external customers and stakeholders to uphold service standards.
• Provide full and comprehensive administrative support to the Asset Management team, including Reactive Repairs, Compliance, and RAAC Project Delivery Team, to enable timely delivery.
• Assist the Asset Compliance Officer with planning compliance inspections, updating the CRM and filing of certificates.
• Work as part of RAAC team ensuring works orders required are raised, engaging with customers and updating records to facilitate delivery of the RAAC programme.
• Provide onsite support to colleagues and customers as required.
• Prioritise and process work orders, variations, and appointments within set procedures to meet agreed timescales.
• Update property, asset, and financial systems with accurate data to support reporting and audit readiness.
• Liaise with contractors and suppliers on a scheduled basis to confirm instructions and documentation to keep works progressing.
• Undertake data reviews to ensure accuracy, timely response from Contractors, and appropriately maintained to enable you to produce reports for performance monitoring and audit purposes.
• Prepare and issue routine correspondence, packs, and purchase orders to maintain compliance with policies, procedures, and contract terms.
• Provide advice on procedures and property queries to colleagues and residents, referring unusual matters appropriately to maintain consistency.
• Maintain document control, asset registers, and H&S records to support statutory and organisational compliance.
• Undertake any other duties as reasonably required to support the organisation.

Key Relationships – Internal & External

• Asset Management
• Housing Management
• Finance
• ICT
• People & Culture
• Contractors
• Consultants
• Suppliers
• Customers
• Local Authorities / RSL’s
• 3rd party providers
• Regulatory bodies.

General

• Be aware of and adhere to Almond Housing Association policies at all times.
• Take part in progress/performance reviews throughout the year.
• Cooperate with other Almond Housing Association departments to achieve good outcomes for our residents, applicants, colleagues, and contractors.
• Attend training courses and complete online training modules as required to meet the requirements of the post.
• Take responsibility for own personal development, seeking out opportunities to learn new skills.
• Undertake any other duties as requested by management which are reasonably deemed to be within the scope of the role or necessary for the smooth running of the business.

Health & Safety

• Ensure that Health and Safety guidelines and fire regulations are strictly adhered to.
• Comply with safe working practices as defined by Almond Housing Association.
• Complete training as and when required.
• Take reasonable care for your own health and safety and that of others who may be affected by acts or omissions at work.
• Report any accidents, incidents or near misses as soon as reasonably practicable.

Other

• Apply the Almond Housing Association values and behaviours to every aspect of the role at all times
• Protect and enhance the interests and reputation of Almond Housing internally and externally.

Person Specification

Essential (E)

Desirable (D)

Experience

Demonstrable experience of providing administrative support(E)

Demonstrable experience of financial administration(E)

Demonstrable experience of delivering excellent customer service(E)

Demonstrable experience of working within the Housing / Property Management Sector(D)

Demonstrable experience working with a computerised housing management system(D)

Knowledge

Awareness of sector(E)

Understanding of customer service principles(E)

Skills

Developed IT skills, in particular Word and Excel(E)

Basic financial administration skills(E)

Developed customer service skill(E)

Developed communication skill(E)

Personal Attributes

Excellent organisational and planning skills to cope with a varied workload and the ability to handle change and prioritise work accordingly(E)

Ability to work under pressure and prioritise work to meet deadlines(E)

Motivated and enthusiastic(E)

Keen attention to detail(E)

Committed to ensuring high standards(E)

Committed to our values of:

Work together

Open to change

Respect

Kindness

Social

Confident in own skills and abilities and able to work as part of a team or on own initiative(E)

Additional Requirements

Full UK drivers licence and access to a car for work purposes

*Additional Benefits include 9-day-fortnight, cost towards gym membership, cycle to work and wellbeing initiatives including EAP.