Operations Assistant

Job Title

Operations Assistant

Salary

£25,000 - £28,000 per annum - pro-rata for part time working

Location

We operate as a remote-first organisation, providing an office in Central London. Given that this position contributes to office operations, it will be hybrid, requiring at least one day in the office per week.

Reporting to

Senior Operations Manager

Employment Type

Permanent part time (15 hours per week)

We are open to a flexible work pattern that suits your needs. Ideally we would like someone to work for 3 hours, every weekday. 

Application Closing Date

10am Monday 29 April 2024 

Introduction to the role

This is an opportunity to help support a busy organisation doing important work. Your work will make it possible for us to support a team of fact checkers, communicators, fundraisers and technologists. 

Millions of people use our fact checking, including most of the major internet companies. We get powerful people and institutions to correct the record, including politicians and the national media. We are campaigning to ensure that the power to shape online debate is scrutinised and not abused. 

We’re looking for someone who can support our talented team of 40 people, by making sure the organisation runs smoothly and being a ‘go-to’ person.

You will join our small Operations team who manage our finances, governance and people operations. We oversee policies, processes and systems so that it is easy and enjoyable for people to do their best work. That means making sure everyone has what they need to do their jobs. You will manage queries, provide basic IT and financial support, support recruitment and make sure people have a good experience whether they are starting or leaving us. You’ll keep the office running smoothly and make sure we have up to date documentation.

If you are interested in applying but not sure you have all the skills, please do apply. We are open both to supporting learning on the job and to rearranging tasks within the team to suit the skillsets of the best applicant

Job Definition

• Manage incoming internal and external queries via post, the admin and team email addresses, the operations Slack channel, main phone line and any operational queries (via Freshdesk)

• Manage any necessary purchasing to ensure the team have what they need to work effectively

• Support the Fundraising team with correspondence to donors and mail campaigns

• Provide basic IT support to the team by monitoring the IT Support Slack channel, ordering equipment, providing instructions for how to use Google Workspace, Trello and Slack, and equipment such as laptops and cameras used in hybrid meetings

• Support the Senior Operations Manager with bookkeeping to enable the SOM / accountants to produce timely and accurate management accounts

• Support the People Operations Manager with recruitment by posting job adverts on our website and third party channels, managing communication with candidates and setting up new team members with everything they need to get started at Full Fact

• Manage the tasks involved with people leaving the organisation.

• Support the Senior Operations Manager with coordination and minute taking of Board, Committee and Management Team meetings

• Ensure a well run office by managing supplies and liaising with the facilities team (e.g. delivery of water bottles, ensuring facilities are working, setting up the office for team events)

• Keep registers up to date (e.g. fixed assets, abuse register, software register)

• Support the team with travel arrangements 

• Support the People Operations Manager with coordinating training and development initiatives

Outcomes

In the first 6 months you can expect to: 

• Successfully create a conducive environment for our team during the office move in collaboration with the Senior Operations Manager.

• Achieve streamlined and efficient management of IT equipment for both new starters and leavers.

• Deliver a great candidate experience for candidates by supporting the People Operations Manager with recruitment activities. 

• Optimise operational costs by identifying and acting on savings opportunities.

• Organise our team social events to celebrate our teams’ achievements in an important year for our work.  

What we are looking for from you

Political impartiality and sensitivity:

You are committed to the political neutrality of our work and have a good understanding of impartiality (please see the rules on our website).

Understanding of public debate in the UK and sensitivity to the political context we work in.

Job skills/competencies

• Proven experience in an administrative or operational support role.

• Experience with accounting packages, ideally Xero.

• Experience with Excel/ Google Sheets.

• Proficiency in Google Workspace, Trello and Slack.

• Minimum of GCSE Mathematics (or equivalent) at grade C/4 or above.

Personal skills/competencies

• Strong organisational and time management skills, with the ability to prioritise tasks effectively.

• Excellent communication and interpersonal abilities.

• Attention to detail and accuracy.

• Flexible with a ‘can do’ approach to work

• Understands the importance of confidentiality.

• Ability to work independently with minimal supervision and as part of a team.

• Commitment to the mission and values of Full Fact.

What we offer

Starting salary of £25,000 - £28,000 per annum pro-rata depending on experience.

Workplace Pension

Generous holidays

• 25 days holiday plus bank holidays. 

• In addition, we close the office for a period between Christmas and New Year. 

• Day off for moving home.

Comfortable, centrally located London office with good transport links.

Employee Assistance Programme.

How to apply

Upload your CV and cover letter using the link below by 10am on Monday 29th April, 2024

Our recruitment platform will remove identifying details such as email addresses to allow us to sift applications anonymously

Before applying, please read the requirements we place on staff to protect Full Fact’s independence and non-partisanship. This can be found on our website.

How the application process will work

We want to see you at your best to understand your strengths and the contribution you could make at Full Fact with strong support, including for your learning and development. We also want to make sure that we use your time well during this process and don’t ask for more from you than we need to. We will make any reasonable adjustments we need to make to this process to help ensure you can perform at your best. For more information about this before applying, please contact us.

The interview panel will be Charlotte Ross (Senior Operations Manager), Laura Dewis (COO) and Sophie Hale (People Operations Manager). 

The process starts off with an anonymised covering letter and CV. This will be read by at least two people to produce a shortlist for interview.

The first round interviews will be a phone (not video) interview, lasting no more than half an hour, at a time that’s convenient for you. We will record it so at least two people can review each interview to decide who we invite back for the second round. The recordings will be deleted at the end of the process.

The second round will include a structured interview and a timed task which assumes no prior knowledge. The task can be completed prior to the interview, at a time that most suits you. 

The interview will be with the full panel by video and last no more than an hour. We’ll tell you everything you need to know to prepare, including anything we’d recommend reading in advance