Job Description

Job Title: Operations, Marketing and Lettings Officer

Reports To:

Building Manager

Location:

Leeds

Contract Type:

Permanent / Full-time

Hours:

Shift between 8:00 AM - 6.30 PM, Monday to Friday

Job Purpose

To provide a professional and approachable service to all students and visitors while ensuring the building operates in line with legal and internal compliance requirements. The postholder will organise and coordinate all compliance-related inspections and record-keeping, liaising with contractors and internal teams to maintain a safe, well-managed environment. In addition, the role supports the organisation's marketing and communication efforts, including updating the website and coordinating online content to ensure accurate and engaging information is available for students and stakeholders. The postholder will also play a proactive role in supporting resident wellbeing, signposting students to appropriate support services, helping to maintain a safe and inclusive environment, and supporting early intervention where concerns are identified.

Key Responsibilities

1. Compliance Administration

Organise and schedule all compliance-related inspections and testing, including: Fire safety (logbooks, drills, alarm testing, equipment servicing) Water hygiene (legionella testing, flushing records) Electrical and gas safety checks (PAT, EICR, gas servicing) HMO and licensing documentation Coordinate with qualified contractors and internal teams to ensure all checks are completed on schedule. Monitor and maintain accurate records of compliance activities, following up on any outstanding actions. Liaise with third-party providers and internal compliance teams to ensure all statutory and internal requirements are met. Managing insurance claims and liaising with utility brokers to source quotations

2. Health & Safety Support

Organise and support routine site health & safety checks in coordination with qualified personnel. Ensure all permits to work, RAMS, and contractor inductions are scheduled and properly documented. Log incidents, accidents, and near misses and escalate appropriately. Maintain documentation for staff health & safety training and compliance records.

3. Reception & Operational Support

Act as first point of contact at the reception desk for all students, staff, contractors, and visitors. Manage incoming communications (calls, emails, face-to-face enquiries) with professionalism and empathy. Process post and parcels, issue keys/access cards, and manage student check-in and check-out documentation. Assist with administrative tasks such as room inspections, move-in/move-out procedures, and maintenance request logging.

4. Marketing & Communications

Update and maintain the organisation's website, ensuring content is accurate, timely, and aligned with operational and student information. Coordinate with web developers for technical updates or new functionality as required. Support the creation and distribution of marketing materials, newsletters, and announcements for students and stakeholders. Maintain social media or internal communication channels to ensure engagement with students and promote events or services. Work with internal teams to ensure all student-facing communication reflects the organisation's values, policies, and branding. Attending networking events to promote the business

5. Wellbeing & Student Support

Build positive, visible relationships with students to encourage a safe and inclusive living environment. Provide a listening ear for students experiencing personal, academic, or accommodation challenges, and signpost to appropriate internal or external support services (e.g. university wellbeing teams, mental health services). Monitor and document wellbeing-related incidents (e.g. noise complaints, antisocial behaviour, welfare concerns), escalating promptly to the Accommodation Manager or safeguarding lead. Support the implementation of wellbeing initiatives (e.g. welcome events, awareness campaigns, drop-in sessions). Be vigilant for signs of student distress or isolation, ensuring early intervention and a caring approach. Organising community events for the students to support a positive experience within the building

6. Data, Privacy & Policy Compliance

Handle student data and incident logs in compliance with GDPR and internal data security procedures. Maintain accurate records of resident concerns, interventions, and outcomes in a secure and sensitive manner. Support policy implementation related to safeguarding, equality & diversity, and student conduct.

Person Specification

Essential

Experience in an administrative and compliance, Experience within a customer-facing role Strong organisational and time-management skills Marketing and letting experience Familiarity with compliance-related systems or tracking tools, such as health & safety logs, contractor management platforms, or digital record-keeping software Basic understanding of compliance and health & safety in residential settings Excellent interpersonal skills with the ability to deal with sensitive or emotionally charged situations Confident using Microsoft Office in particular Microsoft Word and Excel and digital tracking systems Experience with website content management systems (e.g. WordPress, Joomla, or similar) and online communication platforms Ability to update, maintain, and coordinate web content and online resources accurately and efficiently Comfortable using social media or internal communication tools to support marketing and student engagement initiatives Committed to creating a welcoming, inclusive, and safe environment for all residents Networking or hosting experience to support marketing, communication and wellbeing requirements

Desirable

Experience working with young people or in a student support/welfare role Training in safeguarding, first aid, or mental health awareness (e.g. MHFA) Knowledge of UK housing or HMO regulations Experience using property management, compliance, or maintenance systems Some exposure to technical aspects of compliance (e.g. understanding reports from PAT, legionella, fire safety inspections), without being required to perform them Experience with coordinating web content changes or marketing campaigns

Additional Information

Enhanced DBS check may be required due to the wellbeing element of the role. Occasional evening or weekend work may be necessary during peak periods or emergencies. Other duties and responsibilities may be required from time to time in keeping with the requirements of this job description
Job Types: Full-time, Permanent

Pay: Up to 27,000.00 per year

Benefits:

Free parking
Work Location: In person