Housing Allocations Administrative Officer

Description

Our local government clients in Addlestone, Surrey, are seeking a Housing Allocations Administrative Officer to play a key role in supporting the implementation of a new IT system within the Allocations Team. The primary focus of this temporary role is to ensure that existing records, documents, and applicant information are accurately downloaded, saved, organised, and migrated in preparation for the new system. Alongside this, the postholder will provide general administrative support to maintain smooth day-to-day operations during the transition period. 2 days remote, 3 days in the office.

Responsibilities

Document Handling & Data Preparation (Primary Focus) Download, save, and catalogue large volumes of documents from multiple sources (shared inboxes, portals, legacy systems). Create, organise, and maintain structured digital folders to support the migration to the new IT system. Ensure all applicant records are complete, up to date, and stored in the correct format for transfer. Identify missing or inconsistent information and flag this to Allocations Officers for follow-up. Support the cleansing of existing data to ensure accuracy, consistency, and compliance with data protection requirements. Assist with mapping existing records to new system fields or categories (training provided). Work closely with the project team to ensure documents are ready for upload or migration according to agreed timelines.

Qualifications – Essential

• GCSE Grade (or equivalent) in English Language and Mathematics.
• NVQ level qualification or equivalent experience
• Advanced Microsoft Office, Word, Excel, Outlook, Social Media and CRM.

Criteria for Shortlisting - About You - What We're Looking for in the Ideal Candidate:

• Strong administrative background with proven experience managing large volumes of documents and digital files.
• Experience working in housing, local authority, or a customer-focused environment.
• Familiarity with housing allocations processes or case management systems.
• High level of accuracy and attention to detail, particularly when saving, organising, and checking records.
• Confident using IT systems, including document management tools, shared drives, and Microsoft Office applications.
• Ability to follow structured processes and work methodically, especially during data cleansing and preparation tasks.
• Experience working with confidential or sensitive information and an Understanding of data protection requirements.
• Strong organisational skills with the ability to prioritise workload during a period of system change.
• Experience supporting system changes, data migration, or digital transformation projects.
• Reliable, proactive, and able to work independently with minimal supervision.
• Calm and adaptable, particularly when working to deadlines or during periods of transition.
• Strong communicator, able to request missing information and liaise professionally with colleagues and applicants.
• Committed to maintaining accuracy, confidentiality, and high standards of record keeping.
• Any other tasks required within Housing Solutions to assist in the delivery of service

Compliance Requirements

• 3 Years References
• Willing to engage in the Pre-Engagement Questionnaire and mandatory pre-screening application process.

Diamond Blaque Group, a leading public-sector provider, is acting as the employment Business for this vacancy. We are dedicated to fostering an inclusive environment that values diversity and equal opportunity in the workplace.