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

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.

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.

• 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.

• 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.

• 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.