Job Description Job Title: Office Manager & Admin Supervisor Reporting to: Head of HR Job role: As a key member of the HR Team, working with the Admin and HR Manager to assist the HR Team in various tasks such as office and facilities management and general administration. The primary goal is to ensure that the office runs smoothly and efficiently by organising and coordinating project activities, resources, and meeting deadlines Key Responsibilities Facilities Management (including Health & Safety) To manage facilities and service contracts covering the operation of the office accommodation Maintenance and upkeep of the office. To manage procurement for office facilities and service contracts To ensure the security of the offices at all times To assist the Head of HR be responsible for all relevant budget lines Ensure compliance with safety and regulatory standards. Coordinate with contractors and other vendors for maintenance and repair services. Develop and maintain an inventory of equipment and supplies. Maintain a log of problems/issues with the office. Coordinating logistics and arranging catering for internal meetings including in person Board meetings held in the office. Ensure the office remains well stocked with kitchen and office supplies. Work with external stakeholders in office facilities and service contracts Ensure all legislative requirements are met and up to date To support the Admin and HR Manager to manage office facilities and service contracts covering the operation of the office. Monitor health and safety provision in the office and ensure Reall is compliant with health and safety legal requirements. Ensure a welcoming and professional reception for visitors and clients To monitor compliance with Reall’s Health & Safety procedures, highlighting actions as necessary when breaches are identified HR, Admin and Office Support Support the team with administration of recruitment and onboarding processes. Ensure effective communication is maintained with internal and external stakeholders Support the team with general administration tasks Support the HR department with project work Support the onboarding process, by working with managers to arrange inductions Liaise with the appointed travel agent to book travel Calendar management Provide administrative support to cyclical activities such as performance reviews, cost of living reviews Manage internal travel queries, ensuring all paperwork is completed prior to travelling Support the Admin and HR Manager with administration of the HR Management system Ensure that HR records for all staff are appropriately and securely maintained Support with staff events, including arranging catering Raise purchase orders when necessary Changes to Responsibilities The Chief Executive reserves the right to change the key activities from time-to-time to meet the strategic objectives in accordance with the job role. Compliance Comply with the policies and procedures as set out in Reall’s Staff Handbook and all relevant procedures and processes. Adhere to all relevant Data Protection legislation At all times to work in a manner that ensures the health and safety of the post-holder, other staff, colleagues, and visitors to Reall’s premises. To uphold and promote the values and mission of the organisation in all aspects of work by displaying the behaviours we expect of colleagues in Reall: Curiosity : We foster a culture of curiosity, encouraging questioning and learning to ensure that we stay at the forefront of the affordable housing sector, adapting to evolving challenges and opportunities. Accountability : We hold ourselves accountable for our actions and outcomes, ensuring that we deliver on our promises and uphold the trust placed in us by our partners and stakeholders. Respect : We treat every individual with respect, valuing diversity, and fostering inclusive partnerships. We believe that collaboration and mutual respect are essential for achieving meaningful and sustainable impact. Enterprising: We approach our work with a spirit of entrepreneurship, constantly seeking innovative solutions and pursuing opportunities for growth and improvement. Other requirements The post is based in Coventry. We are currently hybrid with homeworking up to three days per week. Package Salary: £26,000 – 31,000 p.a. depending on experience Hours: Normal office hours are 9am to 5pm Monday to Friday. We are open to flexible working patterns subject to the objectives and outcomes of the role being met. We are currently working hybrid with blended office and homeworking with the ability to work up to three days from home. Annual Leave 33 days plus 1 additional day for every year of service (up to 38 days) plus an additional day off on your birthday Probation: Six months. Notice period: Two Months Person Specification Education: A relevant professional qualification in HR or Administration is preferred Essential: Degree or equivalent. Desirable: relevant vocational qualification Experience: At least two years’ relevant experience in office management and/or office management preferably within the charity sector and/or HR Department. Key Competencies: Essential Good logistics skills Practical experience of facilities management in all areas Strong written communication skills including letter writing and minute taking. Excellent oral communication skills, including face to face and on the telephone. Ability to work effectively with a wide range of people at all levels, including senior management. Good numeracy and ability to manage budgets. Ability to manage own workload while supporting the management team. Ability to communicate effectively with stakeholders at all levels, including project managers, team members, suppliers, and clients. Ability to analyse project data, identify issues and risks, and develop appropriate solutions. Ability to organise and prioritise tasks, manage multiple projects simultaneously, and meet deadlines. Ability to pay attention to details, recognize errors, and ensure accuracy of project documentation and reports. Ability to identify problems, evaluate alternatives, and come up with effective solutions. Ability to work collaboratively in a team environment, negotiate solutions, and resolve conflict. Ability to adapt and respond effectively to changing circumstances and priorities. Ability to manage sub-contractors' workflow and relationships Excellent written and oral communication skills MS Office and general computer skills with the ability to learn new software Ability to work with and maintain confidential information Desirable Experience of working in international development Experience of working in a small organisation Knowledge of arranging international travel in a business context. Event management skills, including managing arrangements from a distance. MS PowerPoint skills. Workstation assessment skills/qualification (if not training will be given). Personal Qualities: Great communicator Systematic and thorough Learning attitude Conscientious and responsible Constructive, flexible, and helpful Culturally sensitive Works well under pressure Innovative and entrepreneurial Able to work with minimal supervision Able to prioritise own workload and see a task through from start to finish