Business Operations Coordinator

1 month ago

Cambridge, United Kingdom Ann Pettengell Full time

As the Business Operations Coordinator, you will be heavily involved in a wide range of important operational duties within the organisation and have a direct impact on the direction and continued success of the organisation. Reporting to the Managing Director,you will be accountable for the implementation and execution of efficient and effective operational procedures and policies. These include the effective management of external providers, overseeing key staff procedures, supporting the core leadership team;and overseeing and implementing all logistics for a headline summer programme of events.

Applications are welcome from individuals with an entrepreneurial spirit and a natural collaborative working style, willing to get involved in a diverse range of interesting assignments. You will have a keen eye for detail and excellent written and verbalskills. Your energy, resilience and enthusiasm will inspire others, as will your ability to navigate through sometimes difficult and complex problems. You will have an easy manner, great empathy and a wide range of social skills to engage effectively witha diverse audience. Others will have trust and confidence in your judgement, advice and guidance.

This is a full-time role, based primarily from home for the majority of the year, however you are required onsite (central Cambridge) for a six-to-eight-week period over the summer. As a result, holiday restrictions are in place from mid-June to Mid-August.

**Specific Responsibilities**
**Strategic Operations**:

- Implement and oversee a new organisational file management system
- Help oversee and develop project management system with a core focus on operations
- Draft annual report, taking into account employee and client feedback, and track the progress of project milestones and operational goals
- Identify shortcoming and efficiency savings in all operational areas of the business and recommend improvements

**Events Management**:

- Support the development and delivery of summer programmes:

- Ensure the recruitment of staff into all summer roles with pre-screening completed in good time
- Successfully execute college bookings and relationship management (accommodation, classrooms, meals).
- Resolve ad hoc non-College accommodation, classroom and meal booking difficulties
- Assume an ambassadorial role as it relates to schools/groups/third party agents
- Ensure all transportation needs and excursions bookings are completed on time
- Develop, implement and review staff training programmes
- Troubleshoot any operational or logístical issues quickly and efficiency on a case-by-case basis
- Prepare and manage contingency plans and help prepare risk assessments
- Take an active operational role onsite during the six-to-eight-week summer school period in central Cambridge

**Client Engagement**:

- Client administration, payments and credit control via external software
- Oversee an effective and efficient client admissions process: content, usability and functionality
- Manage and oversee all online course administration, liaising with students, parents and teachers as required

**Human Resource Administration**:

- Ensure HR policies and procedures (including recruitment) are compliant with advice and guidance
- Induct new hires - employees and contractors
- Support managers with their staff performance reviews

**Website & Tech Administration**:

- Oversee general website functionality and help initiate any changes and updates via backend system
- Oversee related external providers including basic IT support and web design
- Oversee and implement annual staff training plan for both year-round and seasonal staff including safeguarding and other core training areas

**Facilities Management**:

- Liaise with property agents on all matters relating to the company’s estate and accommodation
- Ensure all residents, teaching staff and coordinators have the resources and facilities they need, to maximise their summer school experience

**Knowledge, Experience & Skills**
- Previous experience in planning education or cultural/arts events and related operations and administration are advantageous
- Strong IT skills, proficient in the use of MS Office and virtual meeting software
- Ability to work with bespoke management information systems
- Excellent communication skills are required with the ability to work with staff at all levels of the organisation and a professional confidence to engage with clients in difficult situations
- Demonstrate close attention to detail and a high level of accuracy in all areas of work
- A positive service-oriented "can do" attitude
- Should be prepared to work on own initiative, contribute effectively to the team, and be able to demonstrate a proactive approach to troubleshooting and problem solving.
- Flexible attitude to change as business develops
- Excellent general administrative and organisational skills, with the ability to prioritise work, plan logically and keep to strict deadlines

**To Apply

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