Operations Assistant

As the Operations Assistant you will be supporting the Operations Manager in delivering and maintaining effective operational function at the charity. Including but not exclusively, Health & Safety, Premises, Facilities, Vehicle Management, and IT Services.

This is an exciting opportunity for someone who is looking to develop their knowledge of operations, risk management and policy writing with scope to develop your skills whilst also contributing to a great cause.

Key Responsibilities

Operational Support

·        Act as the first point of contact for premises, facilities, IT and Estates issues across all Weston Park Cancer Charity locations.

·        Assist the Operations Manager in maintaining a secure and organised premises and facilities, which ensure colleagues, volunteers and visitors are safe and experience a welcoming environment.

·        Support the Operations Manager in the successful delivery of the Annual Operations plan.

·        Provide administrative support to the Operations Manager and take minutes in operations-related working groups.

·        Support with updating operational policies and procedures.

·        Act as a Charity Data Protection Officer (DPO), alongside the Operations Manager - following relevant training, to promote a strong GDPR culture.

·        Assist in the coordination of charity vehicle fleet maintenance schedules and provide breakdown response support.

·        Assist in the control and coordination of the use of charity space and assets, including liaising with contractors and Sheffield Teaching Hospitals (STH) on relevant matters as required.

·        Act as a designated keyholder, responsible for the opening and closing procedure.

·        Manage the operations shared email inbox.

Health & Safety

·        Serve as the first point of contact for all Health & Safety matters, including incidents and accidents, ensuring accurate recording and reporting.

·        Provide operational and administrative support on all Health & Safety matters at our sites and external locations (including external events and the Outreach Service, updating COSHH reports).

·        Assist in the procurement, delivery and recording of mandatory staff training needs.

·        Help establish and maintain safe working practices and policies and undertake basic risk assessments.

Workwear and equipment

·        Act as the first point of contact for workwear and equipment requests; including being responsible for issuing and returning stock, regular stock checks and ordering stock as required.

Tech Support

·        Serve as the first point of contact for general IT enquiries .

·        Consult with IT consultants to ensure adherence to processes.

·        Work with the Operations Manager to implement processes that maintain the IT security score.

·        Assist in the onboarding and offboarding of employees, including software licenses, logins, and induction training.

·        Serve as lead administrator for key operational software, such as Webex phone system and Vatix Lone Worker App.

General Administrative Support & Development

·        Handle general enquiries from staff, patients, and volunteers efficiently.

·        Manage charity postal enquiries.

·        Assist the Operations Manager with the procurement of stationery and consumables.

·        Assist the wider team with ad hoc work and undertake small projects that support the charity's work. e.g. Events, Logistical and Tech Support.

Environmental Advocate

·        Work with the Operations Manager to promote environmental awareness and encourage the charity adopts a green approach (e.g., recycling, energy use, carbon footprint).

·        Identify and implement actions to reduce environmental impacts, costs, and/or increase income under the direction of the Operations Manager.

The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

What you do

We are seeking a highly motivated individual who shares our values to join Weston Park Cancer Charity’s busy charity team. Our Operations Assistant will play a vital part in our team and help us to deliver our vision: a better life for those living with, and beyond, cancer in our region. If you are interested in progressing your career within an organisation which makes a real difference to the lives of thousands of people, we’d love to hear from you.

About you:

·        You will be a forward thinking, team player with a ‘can do’ attitude & part of a fast-paced charity team.

·        You will have excellent communication skills (both written and oral).

·        Able to manage your own workload and priorities to agreed deadlines. Participate in and contribute to team meetings.

·        Co-operate and liaise with colleagues, working in a professional manner at all times.

·        Act as an ambassador for Weston Park Cancer Charity, reflecting the objectives and values, and to always work in the best interests of the charity.

·        Support and encourage harmonious internal and external working relationships.

·        Make a positive contribution to volunteer involvement in delivering the charity’s strategy and raising the profile of Weston Park Cancer Charity.