To provide a full reception service as to assist in the efficient and effective operation of the front of house.
Meeting and greeting clients – to greet visitors to the office, ensure that the signing in book is fully operational, issue visitors badges, inform relative member of staff of their visitor or alternatively direct them to the relevant meeting room.
Booking meetings – to be the point of contact for staff/clients/visitors to book meeting rooms. Ensure that the meeting room is set out ready for the meetings and ensure that any items that are left behind are cleared away.
Arranging couriers, to open stamp and record all incoming post and distribute it accordingly. To frank and record all outgoing mail and complete the Royal Mail Special Delivery documents when required.
Keeping the reception area tidy – to ensure that the reception area is always clean and tidy and free from clutter to welcome visitors and is stocked with information and leaflets.
Answering and forwarding phone calls appropriately for the client and residents, ensure that accurate message are taken.
Carry out routine Clerical duties, including photocopying filing and occasionally post merges.
Processing end of tenancy information, including associate tasks.
Liaise with United Welsh staff in line with the void procedure, keeping relevant parties informed of information during the notice period to allow them to manage the process to minimise turn around times.
Ensure that all keys are received and issued are recorded and that records are kept accurately inline with United Welsh Policy and Procedure
Refer efficiently and accurately information relating to complaints and reports of anti social behavior in line with obligations set down in Tenancy Agreements.
Have a basic understanding of who is responsible for individual tenancy management issues and rent arrears and refer promptly requests for payment arrangements to the customer service team at United Welsh.
Give information on the common waiting list systems.
Within the Local Team – The post holder will be required to work from 5 sites on a rotation basis.
To cover Annual and Sick Leave as necessary and other reasonable requests.
Adhere to individual policy and procedure within the individual sites.
Ensure that all repairs that are identified and reported in a timely manner inline with Celtic Horizons Procedures.
Undertake inspections of the cleaning service provided in the locality of the office, ensure that records are kept and feedback passed to the relevant persons.
To ensure that all dues are undertaken with a high level of accuracy and care in total compliance with operating instructions, to maximise profitability and minimise wastage.
Processing of credit/debit card payments and ensuring that the appropriate IT systems are updated inline with United Welsh Policy.
Internally and externally with team members, customers, contractors and professionals, in person, by telephone or other electronic means.
Work cooperatively and enable other members of the team to work to the best of their ability.
Work effectively with local statutory and voluntary organisations and colleagues within the team to progress each case.
Build proactive and co-operative relationships with United Welsh and its partners to enable the streamlined and effective customer journey.
To act as an ambassador for Celtic Horizons whilst working on United Welsh Sites.
A knowledge of Microsoft Word and Email
Professional outlook and cheerful, polite disposition when interacting with others face to face or via the telephone.
An excellent opportunity has now arisen for a Part Time Receptionist to join us at our office based in Caerphilly. This role is working 21.25 hours per week, working from Monday to Friday [we are flexible for the candidate to work either Mornings or Afternoons]
Celtic Horizons delivers estate services for United Welsh; including gas servicing, grounds maintenance, cleaning, repairs and maintenance. Celtic Horizons was the first wholly owned subsidiary of its kind formed by United Welsh who have entered into a partnership with Mears Group. Celtic Horizons care for over 5000 properties spanning over 11 local authority areas in South Wales.Within this role, you will provide a full reception service to assist in the efficient and effective operation of the front of house. Your duties will include meeting and greeting clients, booking meetings, arranging couriers, answering and forwarding calls and carrying out routine clerical duties.In addition, you will also be responsible for processing end of tenancy information, including associate tasks, and will liaise with United Welsh staff in line with the void procedure, keeping relevant parties informed of information during the notice period to allow them to manage the process to minimise turnaround times.In order to be successful in this role, you should have previous experience within a customer facing role with a professional outlook and cheerful, polite disposition when interacting with others face to face or via the telephone.An ability to meet strict deadlines is also essential coupled with knowledge of Microsoft Word and Excel.
Although not essential, experience of working with Microsoft Excel, First Aid Training and the ability to speak Welsh would be beneficial.
Once you join the family, you'll have online access to a range of voluntary and flexible benefits, including...
Training and development
Mears Advantage - Allowing you to save money on everything from weekly groceries, to your annual family holiday
Mears Assist - A confidential hotline open to all colleagues, providing support on a wide range of personal and work-related issues.
Long service and additional holiday leave - Colleagues who stay for a period of time at Mears are rewarded for their service.
Seeing first-hand the impact you have on the lives of the people you support
Mears Group PLC and its subsidiaries are Equal Opportunities Employers
Are you a great multitasker who thrives in a fast paced environment? Are you a customer service champion?
We are looking to recruit a Customer Co-ordinator based in our facilities repairs team which provide exceptional delivery across our Region . This is a busy and fast paced department with 30 call handlers providing one to one call centre delivery solutions across a wide variety of customer repair issues.
The position is for a dynamic and enthusiastic person with good geographical knowledge of United Welsh stock, who can plan and co-ordinate people and tasks with the ability to think on their feet. Working with the service department team the role is to provide an efficient, cost effective and professional service to our customers by scheduling operatives on a day to day basis. Prioritising operative jobs according to emergency levels, location, and equipment and timing criteria.
The successful candidate must be
Efficient, organised with the ability to prioritise own work load.
a great team player with an enthusiastic and proactive approach to meeting deadlines and budgets even when facing difficulties.
Excellent telephone manner with the ability to converse confidently with tenants, trades operatives, contractors and housing association employees.
Work with the Repairs Coordinators to help them to reach contractual service levels
Using our electronic property management system,
Answering calls from tenants raise and record repairs work orders
Booking appointments and allocating works to the available engineer and following repairs works from start through to completion
Liaising with tenants and operatives in order to ensure works are completed within the designated timescale, dispatching operatives to jobs ,
receiving updates from operatives
Managing the operatives diaries and prioritising emergency works
Ensure operatives have the right information to complete the work on first visit
Ensuring that all relevant data is up-dated on a timely basis on planned and responsive works
Dealing with over-due repairs jobs and complete jobs, Updating progress to client officers on repairs whilst effectively communicate any concerns about work quality
The ideal candidate will have extensive experience in a customer focused environment and be
Passionate about customer service. Good problem solving skills with the ability to make fast, effective decisions. Must be proficient with the keyboard and IT applications and have good organisational skills and ability to multi task. You will also have e effective time management skills and possess strong analytical skills, flexibility combined with being deadline driven in a pressurised environment. Excellent communication skills and a good telephone manner, consistently delivering outstanding customer service.
We are looking for key skills in customer service, communication, influencing, coaching and mentoring.
If this job is of interest to you, then we would love to hear from you!