Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Job Title:

Administrator / Office Administrator / Housing Administrator

Location:

Leeds

Reports to:

Director / Team Leader

Hours:

Full-time (9:00am - 5:30pm)

Contract:

Permanent

Role Overview Brook street is seeking a reliable, organised, and compassionate Administrator / Office Administrator for our client, to support the daily operations of an all-male supported housing service.

This role is central to the smooth running of the service and requires a confident administrator who can manage office operations, maintain accurate records, liaise with external agencies, and provide a calm, professional, and empathetic point of contact for residents, staff, and visitors.

Key Responsibilities

Administrative & Office Support

Manage day-to-day office administration, including answering telephone calls, managing emails, handling post, and reception duties.

Act as the first point of contact, welcoming visitors, contractors, professionals, and service users in a respectful and professional manner.

Prepare and serve refreshments for meetings, visitors, and residents when appropriate.

Maintain electronic and paper filing systems, ensuring GDPR compliance and confidentiality.

Prepare letters, reports, meeting documentation, and correspondence.

Support staff with appointment booking, diary management, and scheduling.

Maintain office supplies, stationery, and equipment.

Take accurate minutes for staff meetings, management meetings, and multi-agency meetings.

Utilities, Contracts & Account Administration

Manage utility accounts including setup, updates, monitoring usage, bill payments, and account closures.

Set up and maintain supplier and contractor accounts, ensuring details remain current and compliant.

Monitor contract renewals, service agreements, billing cycles, and supplier documentation.

Liaise with suppliers to resolve billing queries, disputes, or service issues.

Resident & Service Support

Maintain accurate resident files, support plans, tenancy documentation, and incident logs.

Assist with referrals, assessments, onboarding, and admission paperwork for new residents.

Provide an empathetic, patient, and non-judgemental point of contact for residents.

Support staff communication with residents, particularly where individuals may be anxious, distressed, or in crisis.

Compliance, Data & Systems

Maintain accurate records across housing management systems, safeguarding logs, repairs systems, and compliance files.

Support preparation for audits, inspections, and regulatory reviews.

Ensure policies, procedures, and noticeboards are kept up to date.

Finance & Procurement Support

Process invoices, purchase orders, expenses, and petty cash.

Assist with monitoring budgets for utilities, maintenance, office costs, and resident activities.

Liaise with finance teams and suppliers regarding payments or account discrepancies.

Communication & Coordination

Liaise with local authorities, contractors, healthcare providers, and support agencies.

Log, track, and follow up on repairs and maintenance requests.

Distribute service updates, notices, and operational communications to staff and residents.

Essential Criteria

Previous experience in an administrative, office administration, or receptionist role.

Strong organisational, time-management, and attention-to-detail skills.

Excellent written and verbal communication skills.

Demonstrated empathy, patience, and emotional intelligence when working with vulnerable adults.

Ability to maintain professional boundaries, confidentiality, and safeguarding standards.

Confident IT skills including Microsoft Office (Word, Excel, Outlook), databases, and email systems.

Comfortable working in an all-male supported housing environment.

Desirable Criteria

Experience in housing, supported living, social care, homelessness, or mental health services.

Knowledge of GDPR, safeguarding, compliance, and regulatory frameworks.

Experience taking minutes and coordinating multi-agency or partnership meetings.

Training in trauma-informed practice, mental health awareness, or first aid.

Additional Information

An Enhanced DBS check may be required.

Occasional evening or weekend work may be necessary.

The service supports male residents; applicants of any gender are welcome