Part Time Administration Assistant (Property Investment)

We are a values-led, charitable organisation that provides more than 60,000 people in Sunderland with a place they can call home. We have a clear vision and a social purpose. We believe that everyone has the right to live in a good quality home that they can afford. We invest millions of ponds every year to keep our existing homes safe and descent. We also play our part in helping to deal with the UK housing crisis by building hundreds of new, modern homes to rent in Sunderland. We\’d love for you to join us achieve our vision.
Salary :
£16,817.51
Job Description:
We’re excited to be recruiting for an experienced Administration Assistant to join our Property Asset & Sustainability team on a part-time, fixed-term basis.
This role involves working 24 hours per week within our core hours of 8:30am to 5:00pm Monday to Thursday, and 8:30am to 12:30pm on Fridays, for a period of two years.
Based at our Doxford Park Head Office in Sunderland, you’ll play a key role in delivering high-quality administrative support to the department, our customers, and the wider Group.
At Gentoo, our customers are at the heart of everything we do, so a strong commitment to delivering excellent customer service is essential. You’ll report to the Senior Administration Assistant and work as part of a supportive and collaborative team. To succeed in this role, you’ll need excellent communication skills and be confident using Microsoft Office applications to help ensure we continue to provide exceptional service.
The role is subject to a basic DBS paid for by Gentoo.
Key responsibilities will include the following:
Provide flexible administrative support to the department, including scheduling meetings, raising purchase orders, preparing mail merges, managing data entry, handling post, maintaining records and filing systems, and ensuring departmental stationery needs are met.
Coordinate and manage appointments for Stock Condition and EPC surveys, ensuring accurate tracking through dedicated Excel spreadsheets and maintaining up-to-date records of all contact attempts and no-access instances.
Respond to day-to-day queries from internal and external customers by managing dedicated email inboxes and handling telephone enquiries with a helpful and customer-focused approach.
Attend monthly project meetings and take clear, accurate minutes to support effective communication and follow-up actions.
Keep internal databases up to date, ensuring accurate information is recorded and shared with relevant colleagues in a timely manner.
Provide administrative support for Covenant Consent, Permissions, and Party Wall processes, ensuring all tasks are completed in line with Group policies and procedure.
What we are looking for (essential criteria)
Demonstrable experience providing comprehensive administrative support in a busy office environment.
Experience using, or willingness to train in, Gentoo’s in-house corporate systems including MRI Housing, Salesforce, and MRI Asset
Maths and English qualifications at Grades A–C or Level 2 Key Skills/Functional Skills in Literacy and Numeracy (or equivalent)
Strong communication skills with the ability to engage effectively at all levels.
Excellent organisational skills and attention to detail.
Confident IT user with demonstrable experience of Microsoft 365 applications
Proven ability to carry out accurate and efficient administrative and data input tasks.
Awareness of the needs of vulnerable customers and a commitment to improving access to services
It would be great if you also had, however not essential:
Experience and working knowledge of Housing, CRM and Asset Management systems.
Experience in the accurate recording and production of minutes, training can be provided.
Some of our great benefits include;
31 days annual leave (plus bank holidays) with an option to purchase up to 5 additional days per year.
Early finish on Fridays
Flexible and hybrid working.
Free Health Cash Plan, with cashback for dental, optical, physio, wellbeing therapies and more, with some free child cover.
Access to private healthcare through the Health Cash Plan.
Competitive Aviva pension scheme – Gentoo will contribute up to 10% based on your personal contribution.
Salary sacrifice electric vehicle scheme
Enhanced family-friendly leave
Car mileage allowance if you use your personal vehicle for business purposes.
Life assurance cover to the value of 3 times your annual salary

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