Job Description

Company Overview

Supported Accommodation is dedicated to providing housing and support services that empower individuals to live independently. Our mission is to enhance the quality of life for our clients through tailored support and resources.

Summary

We are seeking a proactive and highly organised Business Support Officer to join our dynamic team. The successful candidate will play a pivotal role in providing comprehensive administrative support while overseeing property and facilities management, property operations, Health & Safety compliance, inventory management, and cleaning coordination.

The role requires excellent problem-solving skills, strong communication abilities, and an ability to manage multiple responsibilities efficiently. This position is ideal for someone who thrives in a fast-paced environment and enjoys managing a diverse range of responsibilities.

Responsibilities

:

Administrative Support:

Coordinate and manage daily administrative tasks, including scheduling meetings, maintaining records, and handling correspondence.

Manage communications, office supplies, meetings, staff onboarding, and general administrative support.

Process, verify, and schedule invoice payments, ensuring records are accurately updated and filed.

Manage petty cash and each unit's expenditure, performing monthly reconciliations.

Maintain current records of client admissions, discharges, and weekly occupancy status.

Manage and update the organisation's social media platforms and website to ensure content is engaging, and aligned with our communication strategy.

Gather and organise feedback from young people, staff, and external stakeholders to inform service improvement and development.

Provide support for project management tasks, including documentation, reporting, and progress tracking.

Prepare presentations, reports, and other materials as required by management.

Facilities and Property Management:

Oversee the day-to-day operations of HeBoLSupport accommodations, ensuring compliance with organisational and tenant requirements. Conduct regular property inspections to assess conditions, identify maintenance needs, and ensure compliance with standards. Liaise with landlords, property managers, contractors, and service providers for maintenance, repairs, and inspections. Manage lease agreements, renewals, and associated documentation. Complete and manage additional licences and HMO applications. Manage Council tax accounts and apply for council tax exemptions for each property. Manage utility bills, telephone, internet, TV licences ensuring cost-effective packages and monitoring systems to reduce utility expenditure. Ensure all properties are well-maintained, clean, and provide a homely environment.

Health & Safety Compliance:

Ensure compliance with Health and Safety regulations within all HeBoLSUPPORT premises. Oversee regular Health and Safety audits and implement corrective actions are taken also for fire risk assessments, PAT, Gas and Electrical assessments. Carry out risk assessments and inspections, addressing any issues promptly. Maintain accurate Health and Safety records, including training logs and incident reports. Ensure properties meet Fire Safety and Furniture compliance standards. Ensure Fire Risk assessments and fire detection are to update and renewed annually Oversee PAT testing and ensure timely completion of action plans. Ensure fire doors are functional and maintained annually. Ensure Gas and Electrical certificates are compliant and renewed annually Oversee maintenance smoke alarms and fire alarm systems, ensuring they are compliant with legal standards and have annual certificate. Ensure hazardous materials and substances are not stored on-site. Ensure each property has an up-to-date Health and Safety folder. Ensure each property is compliant with Health and Safety notices including fire notices.

Inventory Management:

Maintain an up-to-date inventory of office and accommodation supplies, equipment, and furnishings. Coordinate procurement processes, including obtaining quotes, placing orders, and tracking deliveries. Conduct periodic audits of inventory and resolve discrepancies as needed.

Cleaning and Maintenance Coordination:

Monitor cleaning for all properties to ensure high standards of cleanliness. Liaise with staff or contractors to address specific cleaning requirements, such as carpet cleaning and rubbish disposal. Oversee the replenishment of cleaning supplies and ensure compliance with cleaning protocols. Respond promptly to maintenance issues reported by tenants or staff. Ensure all properties are well-maintained, with an effective system for reporting and addressing maintenance concerns. Coordinate with outsourced gardening and landscaping contractors to maintain property exteriors. Maintain a comprehensive register of approved maintenance subcontractors.

Team Collaboration

Work closely with colleagues across departments to support overall business functions. Act as a key point of contact for staff and tenant inquiries related to, Health & Safety, inventory, or property concerns.
If you're ready to make a meaningful impact in the lives of others while advancing your career, we invite you to apply today and join our dedicated team!

Job Type: Part-time

Pay: 23,887.50-24,000.00 per year

Expected hours: No less than 20 per week

Language:

English (required)
Work Location: In person

Reference ID: Business Admin