Operations Coordinator

Role Description Office Coordinator

This is a brand new role that would suit an organised and detail oriented individual who

wishes to use these skills to support vulnerable young people across Guildford Borough.

What would I be doing?

The role of Office Coordinator is essential to the efficient and effective day-to-day work of the organisation, ensuring the team are well equipped to successfully carry out their roles and helping the organisation to support the optimum number of young people to the highest possible quality. Whilst you will have specific areas of responsibility (see below), you will also be expected to contribute towards the wider vision of Matrix Trust, as appropriate.

What do we expect from you?

You will be expected to maintain the systems and processes currently in place, supporting the

Board of Trustees, SLT and wider team to deliver their roles effectively. The post holder will be hard-working, effective at managing a large and varied workload and a team player. There are two key areas of responsibility:

1) Office and Building Support

Maintain and, where necessary improve, office systems.

Proactively ensure the building is clean, tidy and maintained to a high standard, liaising with SLT and external contractors where necessary to achieve this.

Proactively purchase and restock office, cleaning and hygiene resources, ensuring a ready supply at all times.

Proactively purchase and restock staff refreshments, ensuring a ready supply at all times.

Proactively ensure physical and digital notice boards are kept up-to-date.

Proactively ensure physical and digital team calendars are kept up-to-date.

Support the team in utilising the GSuite and printing facilities.

Act as the first point of contact for all internal and external queries, ensuring that emails, phone messages and postal enquiries are responded to promptly.

Support the Head of Operations in their role as Fire Marshall, Health and Safety Officer, and GDPR lead.

Prepare rooms for team meetings and events, as required.

Support the wider team with occasional administrative tasks, as required.

Provide occasional administrative support to the Board of Trustees and SLT, as required.

2) Human Resources Support

Utilising our HR database, maintain accurate, organised and confidential HR records.

Liaising with Line Managers, administer the annual leave and sickness process.

Liaising with the Designated Safeguarding Lead, administer the DBS process.

Support SLT by administering the recruitment and induction processes.

Support SLT by administering the team performance processes, including probations and appraisals.

Coordinate and book staff training, ensuring all regulatory requirements are met.

Person Specification Administrative Assistant

ESSENTIAL

Able to follow instructions and work well within pre-set boundaries.

Confident using own initiative and working independently.

Experience of administering office and operational systems.

Experience of administering HR processes.

Experience liaising with external contractors and organisations.

Excellent phone manner.

Highly organised and logical, with an eye for detail.

Comfortable working within a fast-paced environment, able to prioritise and respond flexibly to a mixture of needs as they arise.

Approachable and able to relate to staff, volunteers and other Matrix stakeholders in a friendly and professional manner.

A fast learner and problem solver, with a ‘can do’ attitude.

Excellent IT skills.

Educated to A Level (or equivalent), with a minimum of grade C in English and Maths GCSE.

Agrees with, and is able to support the ethos of the Matrix Trust.

DESIRABLE

Familiar with the GDPR.

Familiar with current HR practices and legislation.

Educated to degree level, preferably in a related field.

Experience of working within a charity and with a Board of Trustees.

Experience of building maintenance.

Experience of working with young people.

Familiar with GSuite.

Familiar with BreatheHR.

Comfortable developing new processes, as required.