Operations Officer

3 weeks ago

London, United Kingdom Toynbee Hall Full time

1. Organisational Overview

**About the organisation**

**Toynbee Hall** is a community organisation that is working to build a fairer and happier East

London in partnership with people who live here. Based in the East End of London, we work alongside people who live here, to tackle unfairness and make this a place where everyone has an equal chance to thrive. We take an asset-based approach to our work and believe everyone has something valuable to offer in the fight for a fairer London. What we learn from our work in London we use to influence change across the UK.

Toynbee Hall sits on Commercial Road, in Tower Hamlets and right on the edge of the City of London. It is an area that has seen a huge amount of regeneration over the past decade, and that regeneration hasn’t come without cost to local residents. Increasingly public space is co-opted by commercial ventures, and shops and businesses catering to people who live around here have been priced out, replaced by those catering to higher waged office workers who commute in. And yet a supportive, connected, a community rich in culture and tradition continues to thrive in the area. Undertaking grassroots work to support each other and preserve what it is that makes this area unique.

This role is designed to keep the organisation working efficiently and effectively. It’s a role to directly support the Head of Commercial and Operations and pick up the day-to-day management of the facilities and infrastructure. This will include an element of deputizing for the Head of Commercial and Operations where required.

We try hard to make Toynbee Hall a great place to work - and you would be joining an outstanding, diverse team who have supported each other and shown great innovation and resilience over the past year and for many years before.

You can read more about what it is like to work at Toynbee Hall in Our People report

2. What is the role? (Job Description)

**The Role**

**Responsibilities and Accountabilities**

**Facilities and Health and Safety**
- Act as the day-to-day point of contact with our property management company.

Work with the Head of Commercial and Operations to escalate issues.
- Book in contractors and maintain all required documentation in conjunction with other key stake holders (property manager/agent).
- Be the first line escalation point for maintenance issues, liaising with the property management company to make sure that issues are dealt with in a satisfactory manner.
- Responsible to ensure the H&S plan is implemented, including ensuring all activity is properly risk assessed.
- Work with H&S consultants and property managers to ensure all relevant training is planned for and carried out.
- Work with HR to ensure that all relevant training is planned for and carried out.
- Maintain records for all mandatory tests in conjunction with our propery agents.
- Liaise with the Events and Venue Manager to ensure building management is always in place, keyholding, security etc.
- Carry out the onboarding process for new staff.
- Manage / Organise the general office administration - stationery purchases, mail, printers, equipment etc.

**Information Technology & Systems**
- Support the Head of Operations and Commercial to deliver the emerging technology strategy.
- Manage the setup of new staff - including the procurement of equipment required for the role - this includes all communication tools (mobiles/landlines/VoIP).
- Managing the relationship with the technology suppliers.
- Identifying cost savings/efficiencies in the tech stack.

**Finance & Admin**
- Provide administration support for the Head of Commercial and Operations - manage the purchasing flow for products and services.
- Be responsible for the weekly operations meetings.
- Work with the commercial and operations team, and the wider team to identify cost savings.
- Work with property managers to ensure that PPM and reactive maintenance is carried out.

**Projects**
- Manage specific projects on behalf of the commercial and operations team; for example, office refits/renewals as required, research, etc.

**General**
- Engaging with and, where appropriate/agreed, lead relationships with key partners in the sector
- Contributing to the overall development and implementation of Toynbee Hall’s strategy
- Building good working relationships across the organisation
- Representing Toynbee Hall to external audiences
- Developing an open and ‘critical friend’ dialogue within our programmatic work
- Undertaking any other appropriate responsibilities that may arise

**Managing Yourself**
- Working toward an agreed annual work-plan meeting targets and milestones
- Prioritising and managing your workload
- Taking responsibility for your personal development and seek out opportunities for support and development

**Training**

Toynbee Hall provides all necessary induction and training, and encourages and, where possible, supports the upgrading of appropriate skills and quali

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