Operations Officer

2 months ago

Newport, United Kingdom Age Cymru Gwent Full time

**Operations Officer**

**Reports to**:Operations Manager

**Direct Reports**:N/A but will be point of contact for the Department Managers when the Operations Manager is unavailable

**Base**: Baneswell, Newport

**Hours**:25 hours

**Hourly rate**: £12.18 per hour

A new and exciting role that will evolve with the Organisation. The Operations Officer will provide accurate and detailed administration support to the Operations Leadership
Team, to ensure a seamless daily running. The focus of this role is to be multi-faceted, with an over-arching requirement to be timely and efficient in all tasks. You will provide all aspects of administrative support to the Operations Leadership Team. Working well under pressure is key as priorities are ever-changing. You will work closely with the
Operations Manager and support them in implementing operational strategy and developing excellence in service delivery.

You will also work closely with the Chief Operating Officer overseeing all governance
- related duties, including the coordination, preparation, and documentation of all Board meetings.

Forming an integral part of the Operations Department and the wider Senior
Leadership Team, you will have excellent communication skills and will act as the central point of contact, filtering and disseminating appropriate information to the Chief
Operating Officer and Operations Manager. No two days will be the same.

You will manage your work time and caseload effectively, have a passion for services supporting older people, and be flexible in order to meet service needs. You will also undergo a DBS check and have access to a vehicle for work purposes.

**Main duties and responsibilities**
- To provide daily administrative support to the Chief Operating Officer and the

Operations Manager
- To have sound knowledge of the individual project remits and responsibilities
- To ensure that the functions within the remit of responsibility are running efficiently and effectively, and are compliant with all requirements and legislation
- To be the central point of contact for the Department Managers when the

Operations Manager is unavailable, escalating to the Chief Operating Officer as appropriate
- To oversee the daily running of specific departments and be the central point of contact when the Department Manager is unavailable
- To take responsibility for cascading internal and external communications to staff and volunteers as directed by the Operations Manager
- To act as the central point of contact when liaising with external parties on behalf of the Chief Operating Officer and Operations Manager by managing internal diaries and confirming attendance at meetings
- To review reports submitted by the Operations Team, before submitting them to the Operations Manager to cascade amongst commissioners as required
- To work closely with the wider Senior Leadership Team including the HR and

Finance departments and the Quality and Compliance Lead, completing tasks as directed by the Operations Manager
- To compile reports for the Senior Leadership Team as directed by the Operations

Manager
- To oversee the purchasing of items required for the Organisation within the remit of responsibility and budget allocation
- To take accurate and concise minutes at all Operations, Board, and Committee meetings
- To coordinate any Board and Committee meetings by booking and preparing the room, arranging catering, and preparing the board papers for dissemination
- To identify and implement process improvements relating to the Board and

Committees
- To act as the first point of contact for all Trustee queries regarding Board and

Committee meetings and prepare relevant correspondence as necessary
- To ensure all documentation relevant to governance is kept updated at all times
- To maintain confidentiality and understand data protection - GDPR regulations
- To form an active part of the Operations Team and attend team meetings, individual meetings, external meetings, and supervisions
- To perform any other duties commensurate with the level of this role as directed by the Operations Manager
- To be prepared to undertake regular training as required
- To operate a hybrid model of working from home, or any of the operational bases as required

**Person Specifications**

Education and Training
- 3 years experience in an administrative or similar role
- A qualification in a relevant discipline or a willingness to undertake such a qualification
- A well-developed knowledge of IT either by qualification or experience in using databases, Outlook, and Microsoft Office

Skills and Aptitude
- Excellent communication and interpersonal skills
- A clear demonstration of personal and professional integrity and an ability to uphold the values of the organisation
- An understanding of the statutory sector, with particular reference to its interaction with the voluntary sector
- Excellent written, verbal, and face-to-face communication skills
- Knowledge of data p

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