Barbara Oto

• The purpose of this position is to assist Settlement Specialist in setting on applications associated with th s On-Solds Support Package.
• This role consists of gathering information, triage expression of interest, make appointments, use a number of different information management systems to support the efficient and effective resolution of applications
• There are number of checks that this role entails to preform in order to meets obligations under the EQC Act and the Treasury On-Solds Policy.

Key Responsibilities

Internal

• On-Sold Team
• Canterbury Claims Team
• Other Management and staff
• QS Team
• Internal Engineering Team
• Settlement Specialists and Claims Managers

External

• Homeowners
• Contractors
• Insurance Authorities
• Advocates and Legal representatives

Key Accountabilities

Claims Assessment and processing (Settlement Support Team

• I would review expression of interest to assess whether they are eligible to progress with the On-Solds Support Package.
• Go back to the homeowner where insufficient information has been provided to assess their eligibility to assist them in understanding what information is needed.
• I would gather information on previous claims from relevant systems to form an information pack for review of the application.
• Provide timely feedback on issues as they arises.

Claims Settlement

• Reviewing data from the Claims Management System (CMS) and other different systems for the required information to proceed an application.
• I would organised and attend if required onsite appointments for the Settlement Specialist and Technical Specialist, as well as research and provide information for SS.
• Process claims for payments in a timely manner, within agreed permissions and delegations. I would escalate queries to relevant SS
• Identify exceptions and raise these with Settlement Specialist in order to keep the application moving..

Additional Duties

• Perform any other duties as needed by the business or within the On-Sold Team
• Actively and positively participate as a member of the Team, providing feedback to improve ongoing process within our Team or the wider On-Sold Teams.
• Organise team breakfast/lunches and part of our Team meeting our monthly targets or to celebrate milestones.

Organisational Responsibilities

• Comply with all legislative and regulatory requirements, and report any breaches as soon as they become known
• Adhere to all EQC procedures, policy, guidelines and standard of integrity and conduct.

Health and Safety

• Comply with and support all health and safety policies
• Ensure all incidents, injuries and near misses are reported into the EQC incident register (Risk Manager) accurately and in a timely manner.

What I bring to this Role:

Core Competencies

• Customer focus - Gain insight into customer needs.
• Identifies opportunities that benefits the customer.
• Establish and maintain effective customer relationships.

Learning

• Show personal commitment and takes actions to continuously improve.
• Accepts assignments that broaden capabilities.
• Makes the most of available developments resources.

Collaborates

• Works co-operatively with other members across the organisation to achieve share projects.
• Peer up with other to get the work done in a professional matter.
• Gain trust and support of others.
• Training new member of staff within CA and CM role.
• Credit other for their contributions and accomplishments.

Instils Trust

• Follows through on commitments.
• Seen as direct and truthful.
• Keeps confidences.
• Show consistency between words and actions.

Daily Tasks within Role

• Conduct On-Sold Application to see if they meet criteria, this includes in depth research into history of the claim from start to where it is now, and update the system with findings before allocation of the claim to either Claims Manager or Settlement Specialist.
• Redaction of Documents to external parties or to the Christchurch City Council for their record keeping.
• Payments, to vendors, homeowners are all carried out in a timely matter, Variations, cash settlements/cap payments engineers,
• Drafting up DFA for Settlement Specialist, this involves a snapshot of what repairs were carried out previously and any cost associated that is detrimental to claim review moving forward, all documents stated in the report are linked to the report.
• EPOCH is generated via OnBase system which CA would populate using excel, this work involves CA to look at all historical financial aspect of the claim, detailed report of who carried out what repairs eg, Clean Heat, Emergency Repairs, Substantive Repairs, Specialist Contractor or Engineers, as well as any Council involvement and new repair costs. This process helps the QS team configurate what repairs are disregarded cost, workmanship work, new repairs and alternative repairs.
• Uploading documents, eg emails, engineers report, invoices, photos, bank accounts etc
• Update and enter data into the system to reflect any changes to the claim.
• Attend Claim clinic alongside Settlement Specialist and Claims Manager to ensure that claim status and tags are all to date. Carry out any additional work that may help move the claim along.
• Process Cap Payments as well as completion Cash Settlement Letters based on Settlement Recommendations that we have on file for that claim, and the action payments to either the applicant or mortgagee (depending if they have a mortgage or not as per the Title)
• Request Property Files from the Council
• Request information from Private Insurance to confirm any liability.
• Draft up Settlement Deeds (each claim is different, depending on the amount and conditions set)
• Compile information in preparation of site visits and other meetings.
• Obtain Certificate of Title via Landonline.

Finalisation Administrator position is responsible for providing internal Technical Advisors, Settlement Analysts and external specialists Geotechnical and Structural engineers with the administrative support they required to complete the detailed property reviews required for Insurer Finalisation. This role also provides the data analysts with support they required to compile the portfolios for sampling purposes.

Working Relationships within this Role

Internal

• Insurer Finalisation - Team Leader/Workflow Coordinator
• Insurer Finalisation - Settlement Analysts
• Insurer Finalisation - Other Administrator
• Insurer Finalisation - Senior Technical Advisor
• Insurer Finalisation - Technical Advisor
• Data Analysts

External

• Insurer Technical Experts
• Geotechnical and Structural Engineers

Key Accountabilities

Administrative Support

• Provide effective admin support which includes, answering phone calls and taking messages or referring enquires as appropriate.
• Locate claim documents in various EQC systems, download, redact, filter, rename and sort by type and file in folders.
• Manually check claim information to assist with portfolio data matching.
• Provide admin support for meetings,
• Assist in preparing reports (such as progress reports) and presentation.
• Office support such as filing, photocopying,collating and archiving so all documents can be easily tracked and retrieve.
• Support improvement of documents collation processes.
• Administrative support for internal and external technical meetings including booking meetings and follow up actions from meetings.

Purpose of this position is to deliver high quality administrative support to Quantity Surveyors Team, working together as part of an effective team to ensure the whole team achieves its project targets through consistent service delivery and open communication across all In House Remedial.

Working Relationship within this Role

Internal

• Commercial Team.
• Commercial Quantity Surveyors (QS Team).
• EQC Staff.

External

• Contractors.
• Consultants.
• Fletcher EQR Staff.

Key Accountabilities within this Role

Administration

• Assisting the QS in ensuring contractors/creditors are paid in a timely manner.
• Assisting the QS in contributing to effective working relationships between EQC creditors and contractor.
• Supporting other members of the Remedial Team.
• Assisting with projects and other tasks as required, eg entering creditors invoices into PA system.
• Helping to cover QS who are on leave by checking claims and entering them into the PA system.
• Collation of documentation for QS Team.
• Maintain an accurate filing system of QS documentations

Coding Non-Claims Invoice

• Ensure that invoices relating to the business area are appropriately coded within the Financial Management Information System.
• Ensure that all invoices are processed in a timely manner.
• Liaise with Accounts/Suppliers with regard to any invoices queries.

The purpose of this position is to contribute to the operations of Fletcher EQR by providing general administrative support to the Construction, Engineering and Commercial Teams and to provide a point of contact for customer service enquiries and ensuring homeowners receive relevant information.

Key Relationships within this Role

Internal

• Construction Team & Engineering - Provide administrative support including; scope booking, records management, allocation and reporting
• Commercial Team - Ensure and maintain flow of QS data to relevant staff
• All Staff - To assist in research, investigation and follow up complains.

External

• Contractors - Receiving quotes and invoices, process and maintain records. Providing documentation and reporting.
• Homeowners and their stakeholders - To provide support and customer service. Provide timely communication and information. Assist with any queries.

Key Accountabilities

Document Control

• Maintain accurate and complete project records.
• Manage the storage and transmittal processes of electronic documents eg; sending and receiving documents to and from contractors, consultants and other parts of EQR.
• Scanning documents and photographs into the document management system.
• Ensuring all project documents are archived in accordance with archiving guidelines.

Scoping appointments and documentation

• Booking scoping appointments with homeowners and relevant project personal.
• Entering details from the scoping checklist into ECM
• Downloading documents from CMS. Print documents and create a claimant scoping file pack for properties.

Contractors claims

• Receive contractor payment claims and file hard copies for action by QS.
• Follow up contractor documents that are required before final claim payments cn ve processed.
• Entering creditor invoices as a claim cost into PA system.
• Check contactor claims and enter them into PA system.
• Collation of documentation for QS review.
• Financial Finalise claims post defects liability period.

Consenting documents

• Follow up and check Council documents are present eg; consent docs, code of compliance certificates.

The purpose of this role is to provide and deliver administrative support to the QS team by ensuring all documentations is correctly collated for QS to review and approved.

This entails printing of contractor quote/sub contractor quotes, engineering report and process via EPOCH process to determine the costs contributing towards costs and notify the correct department of next step to move claim along.

In this role, I would update ECM accordingly, update CMS notes and upload correct and relevant documents. Liaise with contractors and assist with checking all invoices as well as record/spreadsheet of all incoming and outgoing invoices to ensure nothing is lost, once approved I would enter creditor invoices into PA system for the QS to make payments.

This roles offers the opportunity to establish a good working relationship with our external accredited contractor, which falls in line with one or more of the EQR values. On a regular basic I am always communicating with my assigned contractors to finalised their accounts and process their final documentations for review.

Gathered information for the settlement team to form a pack for review of claim and assist in collecting documentations when asked to fast track claims along by searching in different storage system.

Key Relationships within this Role

Internal

• All EQR Staff
• Commercial Team
• Construction Team
• Settlement Team

External

• Contractor
• Homeowner
• Creditor/Vendors

This role was created to support various administrative tasks within our Hub environment. I would offer administrative support by assisting with day to day office task's such as scanning, making up folders and printing out relevant information (Scope of Work, scope change summaries) to assist Contract Supervisor to establish what level of help and support is needed for the Homeowners when conduction site visit, filing, creating folder for each and individual claims that we get allocated, data entry, managing correspondence and so much more.

This role was at an entry level position, making is a great opportunity for myself to kick start a career in an office setting environment.

Communications

• This roles also takes and answering phone calls, taking messages and directing inquiries to the appropriate personnel.

Document Management

• I would organised and maintain filing systems both physical and digital to ensure that all sensitive documents are easily accessible to Contract Supervisor who are allocated to claims.

Scheduling/Booking Appointments

• Assist in scheduling meeting/appointments and manage calendars for senior staff and Contract Supervisor

Team Collaboration

• Working closely with other staff members to ensure efficient office operations.

Technical Skills

• Basic office software like Microsoft Office, Word, Excel, Outlook and familiarity with office equipment such as printers and copiers.

Adaptability

• Being flexible and open to learning new tasks and processes as needed.

This role was a part time position that I had was involved with and typically designed for children or participants during specific times of the day during school holidays, mornings and after school care.

Morning Programme

• Morning drop offs from parents into the school designated area which was the School Library and we would have area set up for the children to participate in light reading, activities/ group games. This is aimed to engage children and prepare them for the day ahead.

After School Programme

• After school, this programme usually focuses on recreational and educational activities. This includes homework help, sports, arts and craft and social games. This is to provide a safe environment where children can unwind and learn after their school day.

Holiday Programme

• Team planning is conducted in-advance to plan out what the holiday programme will look like.
• During School Holiday these programmes offer a range of activities to keep children engaged. The focus is on fun and exploration providing children with opportunities to lean and make new friends.

I worked and carried out my placement training to becoming an Early Childhood Leaning Teacher at Childhood Centre at Cotswold Preschool.

My role there was to help plan daily programme, learning experiences and routine for the children. There are many aspects of being an early childhood teacher, working with young children is rewarding.

Overall, ECE are essential in laying the foundation for life long learning and development in young children.

Key roles within this position

• Creating a Safe leaning environment - Ensuring that the centre is safe, nurturing and conducive to learning. This includes setting up age appropriate activities and ensuring that all materials are safe for children.
• Observation and Assessment - Monitoring children's progress and development through observation and assessments. This helps in understand each child's individual needs and adjusting teaching methods accordingly.
• Building Relationships - Establishing strong, trusting relationships with children and their families. Communication with parents about their child's progress and developments.