Operations Officer

4 months ago

Battersea, United Kingdom Operation Smile UK Full time

Job description

**Job Purpose**

The Operations Officer role is a key position within Operation Smile UK with the overriding task of supporting the Senior Operations Manager in the day-to-day management of the charity and the organisation’s on-going operational development and growth. The Operations Officer is responsible for the day-to-day operations of the charity and ensuring that all policies, procedures and rules are followed. This role involves maintaining processes and procedures in key functions such as office management, human resources, health & safety and other key operational/compliance areas.

Your ability to work collaboratively with the whole organisation is an essential requirement as this function supports all staff.

Interviews will be held on a rolling basis and will include a technical test.

**Key Responsibilities**

**Policy**
- Coordinate the ongoing cycle of Human Resources (HR) and Health and Safety (H&S) policies and procedures to ensure they are compliant, up to date, observed and embedded.
- Maintain and monitor all policies relating to HR and H&S
- Ensure all staff are aware of and comply with the charity’s policies and procedures signposting them where necessary.
- Ensure updates are applied to staff contracts and the staff handbook when required.
- Main OSUK’s travel booking policy.

**Human Resources**
- Maintain the smooth and compliant delivery of all Human Resources processes including among others:

- Recruitment
- Appraisals
- Employee Preboarding & Onboarding
- Leavers
- Maternity
- Manage and maintain the HR CRM system.
- Ensure payroll notifications are carried out within the set monthly timeframe.
- Deliver, monitor and administrate the staff compliance training framework ensuring all staff complete their mandatory training.
- Update and maintain all HR assets.
- Liaise with external HR consultants on HR queries which may arise where necessary.

**Health & Safety**
- Manage and maintain all processes related to Health & Safety.
- Administer compliance training required of all staff on an annual basis (Fire and Emergency, Health & Safety, GDPR etc)
- Organise and oversee alarm maintenance in conjunction with our external supplier.
- Conduct annual fire drill.
- Conduct annual fire risk assessment.
- Report and log key incidents using our online HR CRM escalating where necessary.

**Finance & Invoicing**
- Responsibility for maintaining accurate records of and uploading the Operations department’s invoicing, payments, and other financial transactions.

**General**
- Responsible for arranging international travel for OSUK staff
- General office support and office management for the team to include tracking and maintaining supplies and equipment as well as ensuring that the office is kept tidy and fit for purpose.
- Liaise with external suppliers such as EBM to provide meter readings etc.
- Maintain and update accurate records across all areas ensuring all documentation is up to date and accurately filed across appropriate CRMs and OneDrive.
- Update the fixed asset register.
- Be the first point of contact for any queries across the charity relating to the office, HR, H&S etc. escalating where appropriate to the Senior Operations Manager.
- Assist where necessary in the administration of events such as staff away days.
- Carry out any other duties as reasonably requested.

**Professional Qualifications & Experience**

**Qualification**:
Open to all levels of education A level and above

**Experience/Skills/Abilities**:

- Excellent planning, project management, time management and organisational skills
- Thorough attention to detail
- Ability to manage multiple tasks at all times and adaptable to changing workloads.
- Ability to prioritise work, work under pressure and be adaptable to changing workloads.
- Excellent verbal and written communication skills
- Experience of working independently and knowing when to collaborate.
- Confident IT skills including competency in Microsoft Office packages and managing an array of key compliance software.
- An understanding of HR administration

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