Personal Assistant to Managing Director

Job Specification: Personal Assistant to the Operations Manager (with HR \& Recruitment Coordination)

Organisation: Supported Exempt Accommodation Provider

Location: Birmingham (Office\-based with occasional local site travel across Birmingham schemes)

Position Type: Full\-time, Permanent

Working Hours: 37\.5 hours per week (Monday – Friday, 09:00 – 17:00\)

Salary: Starting at £26,000 per annum, with incremental increases linked to structured performance reviews

Reporting To: Operations Manager

Role Overview

Supported Exempt Accommodation provides secure housing, care, support, and supervision to vulnerable adults across Birmingham—including prison leavers, individuals with complex mental health needs, people recovering from substance misuse, and those at risk of homelessness.

The Personal Assistant (PA) to the Operations Manager serves as the administrative backbone of the service. In addition to high\-level diary and compliance management, this role handles essential front\-line human resources (HR) administration and recruitment coordination. You will ensure the organisation attracts, rigorously vets (safer recruitment), onboards, and retains quality housing and support staff while supporting the Operations Manager across daily estate management, local authority reporting, and regulatory adherence.

Key Responsibilities

1\. Recruitment Coordination \& Safer Recruitment Compliance

• Draft and post job advertisements across job boards, social channels, and local Birmingham community networks for support workers, night concierges, scheme managers, and maintenance personnel.


• Screen CVs, schedule candidate interviews, coordinate panel availability, and prepare interview packs and scoring sheets for the Operations Manager.


• Administer the end\-to\-end Safer Recruitment vetting workflow:


• Submit and track Enhanced DBS applications (including barred list checks).


• Request, verify, and chase employment references covering statutory history.


• Verify candidate Right to Work documents in line with Home Office standards.


• Maintain an active candidate talent pool to rapidly fill frontline shift vacancies and minimize reliance on expensive external relief/agency staff.

• Prepare employment offer letters, contracts of employment, and starter packs.


• Coordinate induction schedules for new starters, ensuring mandatory initial briefings (safeguarding, fire safety, lone working, GDPR, and professional boundaries) are delivered.


• Maintain accurate, GDPR\-compliant personnel files and update the HR/staff database with leave requests, sickness records, and absence certifications.


• Monitor staff probation periods, issuing reminder alerts and scheduling formal 3\-month and 6\-month probation review meetings for the Operations Manager.


• Track mandatory training refreshers (e.g., Medication Administration, First Aid, De\-escalation/Breakaway, Safeguarding Adults at Risk) and book external training providers when required.

• Provide proactive diary management, inbox triage, and meeting management for the Operations Manager.


• Act as gatekeeper for incoming queries from external partners, local authorities, support workers, and residents’ families.


• Prepare operational briefing notes, board packs, agendas, and formal minutes for multi\-agency meetings and internal management catch\-ups.


• Compile operational dashboards, KPI summaries, and staff deployment logs for operational reviews.

• Maintain property compliance logs (Gas Safety Certificates, EICRs, Fire Risk Assessments, Legionella checks, HMO and property licenses).


• Assist the Operations Manager in preparing evidence portfolios for Birmingham City Council Exempt Accommodation audits, quality inspections, and licensing reviews.


• Support enhanced Housing Benefit reconciliation by cross\-referencing tenant occupancy changes with local council benefit teams.

• Centrally log internal critical incidents, safeguarding alerts, and anti\-social behaviour (ASB) reports, ensuring strict escalation paths are observed.


• Coordinate repairs and contractor visits via the maintenance ticketing log, monitoring turnaround times against contractual SLAs.

Category

Essential Requirements

Desirable Attributes

Experience

• 2\+ years’ experience in a PA, Executive Assistant, or Senior Administrator role.


• Demonstrable experience assisting with recruitment workflows (interview coordination, referencing, DBS checks) and basic HR administration.


• Proven experience taking complex meeting minutes and managing executive diaries.


• Prior administrative experience within supported housing, social care, charity/third sector, or social housing.


• Direct experience managing safer recruitment checks in a regulated environment.

• Clear understanding of UK employment compliance checks (Right to Work, DBS regulations).


• Solid understanding of UK GDPR and managing confidential personnel and tenant records.


• Familiarity with CIPD Level 3 concepts or qualifications.


• Working knowledge of Supported Exempt Accommodation and Birmingham City Council housing frameworks.

• High proficiency with Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint).


• Experience creating spreadsheets, trackers, and document templates.


• Experience with applicant tracking systems (ATS), HR software, or housing management software.

• Exceptional interpersonal communication and boundary\-management skills.


• Strong organisational ability with a high tolerance for shifting priorities.


• Discretion, professionalism, and high emotional resilience when operating in a social care context.


• Knowledge of Birmingham’s local community and transport networks.

• Right to Work in the UK.


• Satisfactory Enhanced DBS check clearance.


• Clean UK Driving Licence and access to a vehicle.

• Starting Salary: £26,000 per annum.


• Performance Increment Framework:


• 6\-Month Probation Review: Salary increment available upon demonstrated competency across core tasks (accurate DBS/onboarding turnaround times, compliant personnel trackers, proactive diary management).


• Annual Performance Reviews (PDR): Annual incremental increases linked directly to measurable KPIs, such as:


• Reduction in recruitment time\-to\-hire and agency spend.


• 100% compliance rate on personnel files and audit\-ready training matrices.


• Timely council compliance submissions and operational workflow optimization.


• Holiday Entitlement: 20 days paid annual leave plus 8 bank holidays.


• Employee Wellbeing: Employee Assistance Programme (EAP) providing free 24/7 mental health, legal, and financial advisory services.


• Flexible working: Option to work from home at managers discretion


• Free on site parking: you will be allocated a parking space at our head office.


• Discount card provided: as we work within the social housing/healthcare sector, you will be entitled to a paid discount card by the company

Benefits:

• Casual dress


• Free parking


• On\-site parking

• Supported Housing : 1 year (required)


• Administrative: 1 year (required)

• Driving Licence (preferred)

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