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Operations Coordinator
4 months ago
One-year Fixed Term Contract
Hybrid schedule with 3 days/week in the office
Position Summary/ Objective
To ensure the smooth functioning of the IFAW UK office, responsibilities include the delivery of core office services and facilities, processing mail and deliveries, providing HR and Finance support, welcoming visitors and other general office duties as reasonably assigned.
Role and Responsibilities
- Office Facilities and
Administrative Support:
_
- Ensure that the office is a professional, safe and organised environment, maintaining office contracts and relationships with contractors.
- Liaise with building management on matters affecting the office facilities service charges, utilities, building services attending tenant meetings as required. Liaise with the UK Director and Head of Finance and Operations on matters relating to the office lease arrangements.
- Oversee office security ensure secure access to the office by staff, visitors and contractors; issuing office fobs and managing their safekeeping.
- Maintain office stationery and kitchen supplies. Ensure that all parts of the office are kept neat, tidy and orderly and ensure confidential waste is removed appropriately.
- Induct new staff on the office protocols incorporating health and safety, fire and security, to include visitors, temporary staff and volunteers. Keep key policies and procedural documents up todate and visible, and keep staff informed of provisions and changes.
- As Fire Warden, take lead responsibility to ensure that fire evacuation procedures are effective; maintain the Fire Log book, fire equipment, fire alarm and fire doors. Conduct statutory checks on fire and electrical equipment. Ensure appropriate numbers of and training of Fire Marshals.
- Work with Head of Finance and Operations to evaluate appropriate office insurance to ensure adequate and appropriate cover.
- Undertake key projects to maintain the effective operation of the office and other duties as consistent with the post as requested.
- Incoming and
Outgoing Mail:
_
- Receive and process all incoming mail. Frank and dispatch all outgoing mail, ensuring it is sent in a cost effective manner in accordance with procedures.
- Ensure that key staff members are kept fully trained on the franking machine and DHL/Courier services and that cover is put in place for days when the Operations Coordinator is out of the office.
- Miscellaneous:_
- Work with the Head of Finance and Operations to maintain the UK HR records in accordance with legal requirements. Ensure all leave records are kept up to date and correct. Draft new staff contracts.
- Assist with UK recruitment ads and induct new staff members.
- Manage IFAW's Travel Management Company and assist staff with booking travel and accommodation in accordance with the IFAW travel policy.
- Provide assistance for Board and Management visits and meetings in the UK.
- Manage the UK accounts invoicing inbox, processing office invoices and forwarding invoices to the correct departments.
- Process and deposit the weekly banking.
- Assist with other administrative or operational tasks as requested by Head of Finance and Operations or UK Director.
Qualifications and Education Requirements
- Proven organisational skills and ability to work in a collaborative and structured manner to get effective and efficient results.
- Excellent time management skills and prioritisation skills.
- Ability to act independently and to work effectively with staff at all levels across the organisation.
- Effectively able to multi task and deal with shifting responsibilities from across the organisation.
- Excellent attention to detail is essential.
- Strong team player with ability to use initiative and to take direction as required.
- Excellent communication skills, both written and verbal.
- Strong IT skills, including Word, Excel, PowerPoint and Outlook.
UK Office Benefits
- 8 % employer pension contribution
- 25 days' holiday + public holidays + 5 discretionary days
- Cycle to work scheme
- Newly renovated, modern office
- Dog friendly office
Other Duties
Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job.
Duties, responsibilities and activities will change from time to time to meet the needs of the department and our company.
