Tenant Data Collection Officer

Job Description

3 months contract with a Local Authority

Job Title: Tenant Data Collection Officer

Job Purpose

To support the organisation in maintaining accurate, up-to-date, and compliant tenant records by collecting, validating, and managing tenant data across multiple systems. The post holder will engage directly with tenants, stakeholders, and colleagues to ensure data quality, support service delivery, and meet data protection and regulatory requirements.

Main Responsibilities

Data Management and Administration

• Maintain accurate and up-to-date tenant records, including personal details, household information, and tenancy records.
  
• Input, update, verify, and manage tenant information across various housing management systems and databases.
  
• Produce reports on tenant data, identify information gaps, and support data quality improvement initiatives.
  
• Monitor data accuracy and consistency, ensuring records are complete and regularly reviewed.
  

Tenant Engagement and Data Collection

• Gather tenant information through surveys, telephone calls, interviews, home visits, and document reviews.
  
• Conduct visits to tenants' homes to collect and verify information while adhering to lone working procedures and risk assessment requirements.
  
• Explain data collection processes clearly and professionally, ensuring tenants understand how their information will be used.
  
• Promote and encourage participation in data collection exercises and tenant surveys.
  

Communication and Customer Service

• Provide excellent customer service to tenants, responding to enquiries and signposting individuals to appropriate services and information.
  
• Build positive working relationships with tenants, colleagues, and stakeholders to support accurate data collection and management.
  
• Liaise with internal departments to ensure effective communication and data sharing where appropriate.
  

Survey and Reporting Administration

• Design, distribute, and manage surveys using Microsoft Office applications and web-based survey platforms.
  
• Analyse survey responses and contribute to reports for managers and stakeholders.
  
• Assist in identifying trends, inconsistencies, and opportunities for service improvement.
  

Data Protection and Compliance

• Ensure all data collection and processing activities comply with GDPR and data protection legislation.
  
• Obtain and record appropriate consent for data processing activities.
  
• Apply data minimisation principles, ensuring only necessary information is collected and retained.
  
• Maintain confidentiality and security of all tenant information at all times.
  

General Duties

• Carry out any additional duties commensurate with the grade and scope of the post, as directed by the Line Manager or Head of Service.
  
• Participate in training and development activities to maintain and enhance professional knowledge and skills.
  
• Promote equality, diversity, health and safety, and customer-focused service standards at all times.
  

Experience

Essential

• Experience of maintaining and updating databases or information management systems.
  
• Experience of collecting, validating, and analysing data.
  
• Experience of providing excellent customer service in a public-facing role.
  
• Experience of communicating effectively with a diverse range of customers and stakeholders.
  
• Experience using Microsoft Office applications, including Excel, Word, and Outlook.
  

Desirable

• Experience working within a housing, local authority, or social housing environment.
  
• Experience carrying out surveys, tenant engagement activities, or community outreach work.
  
• Experience producing reports and analysing data quality.
  

Qualifications

Essential

• GCSEs (or equivalent), including English and Mathematics at Grade C/4 or above.
  
• Good IT literacy, including proficiency in Microsoft Office applications.
  

Desirable

• Qualification in Business Administration, Housing, Data Management, Customer Service, or a related field.
  
• Relevant professional qualification in Housing or Information Governance.
  

Special Requirements

• Designated Car User status applies to this post.
  
• Ability and willingness to travel throughout the borough to conduct tenant visits.
  
• Occasional evening and weekend work may be required.
  
• The post is subject to the Rehabilitation of Offenders Act 1974 exemption requirements.
  

Key Skills and Competencies

• Strong attention to detail and accuracy.
  
• Excellent communication and interpersonal skills.
  
• Ability to handle confidential information appropriately.
  
• Good organisational and time-management skills.
  
• Ability to work independently and manage a varied workload.
  
• Strong problem-solving and analytical skills.
  
• Commitment to customer service excellence and continuous improvement.
  

Additional Information

• Hours: 37 hours per week
  
• Pay Rate: £26.00 per hour (Limited Company/Umbrella)
  
• Location: Council Offices, Nottingham, Nottinghamshire, NG9 1AB, United Kingdom
  
• Contract Type: Temporary/Agency Assignment
  
• Car User Status: Designated Car User
  
• Working Requirements: The role involves regular travel to tenants' homes and other locations within the borough.
  
• Flexibility: Occasional evening and weekend work may be required to meet service needs.
  
• Compliance: The post is subject to the relevant provisions of the Rehabilitation of Offenders Act 1974 and all Council policies relating to equality, diversity, health and safety, and data protection.
  

Requirements
Tenant Data Collection Officer Tenancy management