Job Description

Company Overview:

Hebol is dedicated to providing supported accommodation services, ensuring that individuals receive the assistance they need in a compassionate and professional environment. Our mission is to empower our clients through effective 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 HeBoL Support 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 HeBoL SUPPORT 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 are ready to make a difference through your organizational skills and passion for supporting others, we invite you to apply for the Business Support position at Hebol today!

Job Types: Full-time, Part-time

Pay: 23,887.00-24,000.00 per year

Additional pay:

Bonus scheme
Benefits:

Employee discount On-site parking
Schedule:

Monday to Friday
Language:

English (preferred)
Work Location: In person

Reference ID: Hebol Business Support Officer