Business Support Officer

**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**: **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. - 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. **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