Housing Allocations Administrator

The Housing Allocations Administrative Officer will 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.

Key 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.

Support for New IT System Implementation

Assist the Allocations Team in preparing documentation and records for system testing and go live.

Follow new processes and workflows introduced as part of the system rollout.

Provide feedback on document handling processes and highlight any issues encountered during preparation.

Help ensure continuity of service by maintaining accurate records throughout the transition period.

General Administrative Support

Manage shared inboxes, download attachments, and allocate correspondence appropriately.

Prepare standard letters, emails, and notifications to applicants.

Carry out scanning, filing, photocopying, and other routine admin tasks.

Update spreadsheets, trackers, and monitoring tools as required.

Support officers with basic application checks, changes of circumstances, and document verification.

Respond to straightforward enquiries from applicants and internal colleagues, signposting where necessary.

Skills & Experience Required

Strong administrative experience with a high level of accuracy and attention to detail.

Confident handling large volumes of documents and digital files.

Good IT skills, including experience with document management systems and Microsoft Office.

Ability to follow structured processes and work methodically.

Experience in housing, local authority, or customer service environments is helpful but not essential.

Comfortable working in a fast paced environment during a period of change.

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