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UniHomes is a leading student property search and comparison portal and shared utilities provider. We offer a cutting-edge utility management service, taking the hassle out of shared bills for students. We currently operate in over 50 university locations nationwide helping thousands of students find their Ideal properties.

A progressive SME who is passionate about developing our technology and products to amplify the student rental market. Having doubled in size in the last 6 months, we have a continued growth trajectory, we have huge ambitions for the future making this is a very exciting time to join our team.

The role:

Working within the People and Culture team, currently a team of three, we are seeking an experienced, dynamic, and passionate Office Manager/HR Administrator with a keen eye for detail and who is people orientated.

Reporting to the Head of People and Culture, you will take proactive responsibility for all operational aspects of the office environment including office management, facilities management, IT support, security, H&S and admin support. Your key responsibility is to facilitate the smooth running of our office which we are immensely proud of and is a key feature for us.

Our overall team has doubled in size organically in the last 6 months and we are now a team of over 90 staff with a continued growth plan. As we continue to grow, there is an opportunity for more involvement with the people strategy for a person who is interested in broadening their skill set. We are always open to new ideas and improvements across the teams and welcome inspirational ideas.

Therefore, you will have previous experience in HR administration and support within your organisation. You will support with the management of our HR portal and employee records, support with absence management, support the Talent manager with meeting and greeting candidates, onboarding new staff, support with employee engagement and staff wellbeing activities.

Key Responsibilities:

Office Management

• Take full responsibility for ensuring that the office environment is well managed in terms of maintenance and repairs and general appearance: managing all associated suppliers (maintenance, office cleaning, window cleaning, plant supplier, refuse collection etc.).
• Manage the relationship with New Era Development to keep abreast of progress within the development, maintenance, and reception issues.
• Create and maintain office procedures and processes and communicate effectively.
• Ensure all office supplier contracts are reviewed regularly and offer best value for money, making recommendations for cost savings and efficiencies.
• Ensure all office facilities are kept in good working order and that all associated information is kept up to date and communicated as necessary (CCTV, Kitchen equipment, intruder alarms, parking and security).
• Be proactive in the overall monitoring and management of the office environment to ensure it remains as safe and pleasant a place to work.
• Ensure that all office stocks (cleaning, stationery, kitchen, bathrooms.) are regularly monitored and replenished as necessary.
• General office administration to support Managers and staff within the business.
• Front of house operations: meet and greet all visitors to the office, provision of hospitality, and meeting room bookings, post collection and delivery.
• Arrange travel and accommodation for staff as required.
• Managing access control security fobs, all staff facilities and parking.

HR Support

• 
  Support the Head of People and Culture in administering HR requirements.
• Meeting and greeting candidates through the application process.
• Sending out offer letters and contracts to successful applicants.
• Maintaining personnel records, ensuring up to date at all times and all documentation is stored and processed effectively (personal information, annual leave, employee equipment records, annual renewal documents reviewed).
• Leave management.
• Support the Head of People and Culture on cultural and wellbeing initiatives and events across the business, making arrangements and bookings where necessary.
• Supporting team on general HR queries

Health & Safety

• 
  Lead on the management of the operational Health and Safety plan, ensuring actions in the plan are carried out on a timely basis and to required standards.
• Make recommendations to the Board for strategic actions that will improve the H&S of the environment.
• Work closely with our external Health and Safety advisors to ensure all necessary actions and audits are carried out, providing a safe place for staff and visitors.
• Take responsibility for arranging staff training for anything H&S related.
• Carry out regular risk assessment reviews.
• Lead on the Fire safety within the office. Liaising with the external supplier on fire extinguisher annual checks, ensuring emergency lighting is in order, and we are compliant at all times.

IT & Communications

• 
  Manage the contract with our IT Partner ensuring our hardware and software meets business requirements.
• Undertake regular review meetings and maintaining our contract with external supplier.
• Make recommendations to the Board with any improvements.
• Procure and review IT equipment.
• Maintain an accurate IT asset register.
• Lead on new starter set up with IT Partner.
• Review and communicate any new processes ensuring they are efficient, fit for purpose, effective and implemented accordingly.

Skills and experience:

• A good level of education is required (minimum GCSE Maths and English).
• Min 3 years’ experience in Office/Administration Management running an office with 50+ staff.
• Previous HR administration/support experience.
• Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, One Drive, Teams)
• Exceptional attention to detail.
• The ability to prioritise tasks and work under pressure.
• Highly Organised.
• Great at multi-tasking.
• Proactive.
• Approachable.
• Resilient.
• Dedicated and hard working.
• Reliable time keeping and work ethic.
• Familiarity with legislation in the areas of employment, equality and diversity, and data protection - this is useful, but not essential.