Operations Assistant

Job Title: Operations Assistant

Department: Operations and Assurance

Reports to: Operations Manager

Base: Beech House, Lancastergate, Leyland, Lancashire, PR25 2EX

Weekly hours: 25-28

Salary: £21,259 FTE

This is ongoing recruitment. If you are interested in this role, we advise applying sooner. Only successful candidates will be contacted.

Position Summary

Working in a small Operations and Assurance team, this role supports the Chief Operating Officer, the Operations Manager and the Facilities Coordinator to deliver a broad range of day-to-day operations support (including IT, telecommunications and facilities management) across the many facets of the charity’s work.

Reporting directly to the Operations Manager, but working closely with the rest of the team, the role involves providing first level IT, telephony and facilities support to all staff and volunteers as well as being the interface with the charity’s external operations support network.

In a team which constantly seeks to evolve systems and processes to drive efficiencies and improve performance, this role is pivotal in helping to maintain existing systems to a high standard, as well as supporting the delivery of new projects to take the charity forward.

Main Responsibilities

• Primary responsibility for administering the charity’s internal Help Desk function, triaging tickets, and actioning solutions in a timely manner to meet defined operations priority timescales.
• Providing basic first line IT, printer and/or phone support to all staff and volunteers.
• Liaising with external support agencies, including IT and telecommunications support as well as a broad range of facilities contractors.
• Administering IT estate; setting up and wiping laptops, PCs and mobile phones and maintaining accurate asset registers for all equipment charity-wide, including daily checks using third party Asset Management software.
• Maintaining the Operations Team’s centralised email account and diary, reviewing outstanding tickets and filing closed enquiries.
• Delivering basic IT training as part of new starter induction processes.
• Overseeing internal meeting room bookings and availability of IT meeting resources.
• Providing an admin function to the Operations Manager and the Facilities Coordinator, to including booking of contractor appointments, raising purchase orders and resolving simple contractual/invoicing queries.
• Maintaining and updating centralised records including, COSHH data sheets, approved contractor list, telephone list, property estate records, utilities information, and health and safety records.
• In the absence of the Facilities Coordinator, carrying out premises checks, assisting with risk assessments, health and safety audits, weekly fire alarm testing and fire evacuation drills and supporting any unscheduled emergency events.
• Ensuring first aid boxes at Head Office remain appropriately stocked and fulfilling replenishment orders from other locations in the charity’s portfolio.
• Supporting other roles at Head Office as necessary to cover holiday and sickness absences, including manning Reception.

• Achieve the level of computer competency as required for the role.
• Participate in and contribute to the organisation’s activities, events and meetings.
• Undertake other duties which may be required by the organisation that are consistent with the duties and responsibilities of the role.

The charity is committed to supporting continuous professional development (CPD). There is an expectation that the post holder will complete mandatory and role-specific training within the probationary period and maintain a level of competence throughout their employment with Age Concern. Training includes Safeguarding, GDPR and Health and Safety. This list is not exhaustive.

Essential Skills and Attributes

• Good level of computer literacy with working experience of Microsoft 365, particularly Word, Outlook and Excel.
• Strong administrative and typing skills, with a good standard of spelling, punctuation and grammar and a high attention to detail.
• Strong communicator, able to effectively and efficiently communicate with both internal and external stakeholders at all levels.
• Experience of working in a professional environment and able to demonstrate professionalism, whilst having a positive and enthusiastic attitude.
• Excellent customer service skills and able to develop strong working relationships.
• Working knowledge and understanding of applicable data protection principles and rules with demonstrable experience of working in a highly confidential environment.
• Problem solving attitude with an open mind set.
• Common sense approach with a good sense of humour and proportion.
• Access to a vehicle for work purposes and able to travel to other locations in the charity’s portfolio on potentially short notice.
• Able to demonstrate a commitment to the mission, vision and values of the charity.
• This role requires a basic disclosure and barring service check.

Competitive Salary.

Generous Pension Scheme of Employer Contribution of 6% and Employee Contribution of 2%.

Annual leave entitlement of 32 days per year (inclusive of Bank Holidays), additional 3 days provided after 3 years of service.

An additional treat day off for your birthday.

Free onsite parking at most of our facilities.

Free tea and coffee in all our facilities.

Access to free training and development opportunities.

Opportunities to make a real difference in the community.

We look forward to receiving your application