About Us :Circle Voluntary Housing Association was set up in 2003 and is a leading provider of social housing inIreland. Our vision is to make a real difference by delivering quality homes and innovative integrated housing solutions toindividuals and families in Ireland. We are passionate about our people and the delivery of a tenant first service.Our team members are the secret element of our success. Their experiences, competencies, values, knowledge, andperspectives are greatly valued and have significantly contributed to Circle delivering over 2,500 homes. They deliverservices to over 5,000 people and help create thriving communities.We are dedicated to finding the right people who embrace our purpose, vision, and values. In return we willsupport you to learn, grow and excel in an exciting, flourishing, diverse organisation. We are committed tofostering an inclusive and collaborative work environment, which values every person who works with us andall of those who live in our homes and communities.Reflecting the growing diversity of the communities in which we work, we welcome applications from people ofall cultures, nationalities, genders, members of the LGBTQ+ community and any background traditionallymarginalised in society.About the role: The Housing Performance Administrator is a pivotal role within the Services Department, focusing on providing efficient and effective administrative support in Cost Rental advertisements, lotteries, assessments and allocations. This role involves providing administrative support to the Tenancy Services team through the monitoring of inboxes and phonelines. The successful candidate will also complete Residential Tenancies Board (RTB) registrations and assist in the preparation of paperwork for hearings. They will work collaboratively with colleagues to implement surveys, maintain and update systems, develop policies and streamline operations.Key Responsibilities: Tenancy Management Support the management of empty homes, lettings, and allocations effectively. Support the management of Cost Rental advertisements, lotteries, assessments and allocations. Compile key statistical reports relating to empty homes and allocations. Assist in the management of relevant inboxes and messaging services for the Tenancy Services team. Give accurate advice and information to tenants, keeping up to date with best practice and legislative changes. Answer and direct all tenancy-related calls in a timely manner and ensure an appropriate service response. Residential Tenancies Board (RTB)Assist in the registration of tenancies with the RTB. Assist in the lodging of disputes with the RTB. Manage payments, invoicing and finance reports related to RTB registrations. Assist in the preparation of paperwork for RTB hearings. Compile key statistical reports relating to RTB registrations and disputes. Tenancy Engagement and Satisfaction Support the implementation of any surveys carried out to measure tenant service and satisfaction. Work with the Tenant Engagement team and other departments to promote our Tenant First approach. Assist in the review and maintenance of the website and social media. Maintain systems to ensure tenant feedback, consultation and satisfaction are recorded, analysed, and reported. To attend tenant meetings, events and functions as required. Housing Practice Develop policies to improve tenant services, engagement and satisfaction. Collaboratively with the wider Services Department to oversee the implementation of policies. Work with the Housing Performance Coordinator to ensure clear operational guidance is in place for housing staff on the application and interpretation of housing-specific policies and procedures.Ensure complaint managers action complaints within timeframe, ensuring the highest standard of service. Promote a culture of continuous improvement, ensuring services are efficient, inclusive and responsive. Housing Infrastructure and Innovation Monitor and update all tenant related data on all IT systems and databases. Ensure consistency and data accuracy for all tenant related data on all IT systems and databases. Work with IT to ensure systems operate to their full potential and are adaptive to changing needs. Support in planning and implementing digital improvements, particularly digital transformation projects. Streamline housing operations and improve data accuracy using technology. Work with IT and other teams to ensure housing systems are aligned to organisational needs and user requirements.GeneralCoordinate annual Local Authority occupancy returns. Provide administrative support across the Services Department. Provide all services having due regard to the regulatory framework. Contribute to developing strategic plans, service plans, team, and individual targets. Attend and positively contribute to team and inter-agency meetings. Provide a high-quality, tenant-centered service at all times. To attend relevant training and developmental courses as agreed by your line manager. Carry out all duties observing Circle VHA's policies and procedures on health and safety, Safeguarding, equality and diversity and data protection. Undertake any other duties that are reasonably commensurate with the level of this position.Key Competencies Commitment to demonstrating Circle VHA's WE HEAR values Excellent IT skills Tenant focused Delivering against agreed targets Demonstratable Team working skills Communication Skills Brand integrityEducationRelevant qualification in administration or 2 years' experience. 1 year experience working in a customer service or call centre environment. Experience of taking meeting minutes. Application of in-house, multi-discipline IT packagesKey Skills and KnowledgeEssentialUnderstanding of the social housing sectorKnowledge of GDPR legislation. Ability to prioritise, work to deadlines and meet targets Able to form and maintain good working relationships at all levels, internally and externally Able to resolve, anticipate and prevent problems Able to take responsibility, working independently and flexibly Effective negotiating skills Excellent communication skills and an open and motivated approach to work Excellent organisational skills High level of written English, including ability to write and present reports Proficient use of common IT packages, including Microsoft Word and ExcelDesirableUnderstanding of best practice in providing core housing management services. Knowledge of the Residential Tenancies Act and RTB.A second language/multi-lingual