Role:               Homeless Services Unit Facilities and Administration Co-ordinator

Based:            Birmingham

Rate:               £20 ph umbrella

Start Date:      ASAP

Duration:        Temporary ongoing

Hours:             Full Time 8am – 5pm

Our client, a specialist homeless charity based in Birmingham is looking to recruit a Homeless Services Unit (HSU) Facilities and Administration Co-ordinator.

Synopsis of duties:

• To provide effective management of the Housing Management and administration functions within Residential Lifehouse Services, supporting people experiencing homelessness.
• Work as part of the management team producing a high quality and cost effective service, deputising for the Service Manager when required
• Monitor service delivery in line with contractual and organisation requirements
• Part of the duty system providing on call support to the service
• Ensure the service is cleaned to a high level which satisfies statutory requirements where they exist and internal/external inspection requirements either through the management of in-house staff or the effective management of contracted services
• Deliver a full range of services covering facilities, maintenance, refurbishment including overseeing facilities project scheduling, setting priorities and reviewing work and performance of external contractors in line with contractual and internal targets
• Establish and manage Health and Safety systems for implementing and recording safe working practices including fire records, COSHH, first aid etc.; ensuring the service is legally compliant in regards to permits and all fixtures and fittings are in good and safe working condition in line with Health & Safety and other related legislation
• Monitor the financial processes and systems for the service, ensuring sound financial management, checking income is maximised and expenditure is maintained in budget limits, providing regular reports to the service manager on budget performance and client debt, and supporting budget setting processes
• Establish and monitor effective management systems to ensure Personal and Housing Benefit payments from clients are maximised and unplanned moves
• Be responsible with the Service Manager for managing any Housing Association/Managing Agent Management Agreement including monitoring cyclical repairs, planned maintenance etc, ensuring all repairs are logged and resolved using internal staff or reporting to external managing agent / contractor and all tenancy and licence agreements are in place and meet compliance for issue and renewal
• Lead on implementing Safe Mission including conducting and updating all appropriate risk assessments for this area of service delivery
• Be responsible for wide range of data collection and analysis including preparing and writing reports for the Service Manager/Management Team and external bodies as required.
• Contribute to the preparation for and response to both internal and external inspections as part of the management team, taking the lead within the specific area of programme
• Ensure effective communication systems are in place for staff and client messages, mail and other administrative functions to be effectively carried out, including efficient systems to safely manage and record all visitors including contractors to the service
• Ensure that on-site catering services are effectively run to required Health and Safety and Food Hygiene standards and satisfy the nutritional needs of clients, either through managing in-house provision or working with the service manager to manage contracted services (where appropriate)
• Effectively manage a team of ancilliary staff in line with Salvation Army policies, including recruitment, managing performance against organisational and contractual KPIs, coaching and professional development, role modelling the core values of the service to ensure positive relationships across the service and an environment which fosters wellbeing
• Collaborate with the Chaplain to promote and facilitate the Chaplain’s involvement within the programme (where applicable)
• Take responsibility for own personal development by developing and updating knowledge base in areas associated with the field of homelessness, finance and health and safety

Essential Requirements:

• Strong previous experience of working successfully in a varied and broad administrative and/or facilities management role
• Previous experience of managing finance processes and systems, and budget management Knowledge of health and safety requirements relevant to building maintenance, COSHH and environmental health
• Knowledge of occupancy agreements and linked legislation
• Proven experience of working with databases, analysing data, identifying trends and reporting on findings to support decision making processes
• Demonstrable excellent communication skills, both written and verbal, with the proven ability to convey information effectively to a ange of stakeholders in a clear, effective and professional manner including chairing meetings
• Strong organisational skills, attention to detail, effective time management, the ability to prioritise work, and be able to respond to tight deadlines, working both on an individual basis and as part of a team
• Demonstrable good experience of successfully managing employees to deliver objectives, developing and training staff and actioning performance management processes where required
• Proven strong experience of using IT software such as Microsoft Office (Word/Excel/Powerpoint), Outlook, Teams and databases to enhance and improve the delivery of your duties
• DBS dated within the last 12 months or on the update service

Supporting Futures Consulting acts as both an employer and an agency.