Operations Administrator

Location: UET Stratton Road, Swindon SN1 2PN

Hours: Full -Time 37 hours (Monday to Thursday, 08:30 – 16:00 Friday, 08:30 – 15:30) Salary: UET Support range S4

Reports to: Head of Business

Contract Type: Permanent

About UET

Uplands Enterprise Trust (UET) is a Swindon based charity that helps young people & adults with additional needs to help themselves through diverse activities and opportunities, focusing on its core offers, Skills for Life, Skills for Work & Bespoke. At UET, our passionate team and expert trustees drive our mission to empower and enhance the lives of young people and adults in Swindon and the surrounding areas.

The Role

The Operations Administrator provides essential administrative and operational support to the Head of Business, Head of Service and operational managers, ensuring the effective delivery of UET's strategic and operational priorities. The role underpins key business functions - including finance, compliance, and facilities - by maintaining accurate records, coordinating processes, and supporting internal and external stakeholders. This position helps ensure smooth day-to-day operations and contributes to the overall efficiency and success of the organisation.

Roles and Responsibilities: Business Support Administrator

Strategic Support

• Assist the Head of Business and Head of Service in gathering data and preparing reports to inform strategy and decision-making.
• Support the managers in maintaining accurate records of performance metrics and provide regular updates.

Operations & Compliance

• Maintain up-to-date records to support compliance with legal, regulatory, and contractual requirements.
• Maintain records relating to GDPR compliance, training, and information governance.

Facilities, Health & Safety

• Maintain the asset register and update the planned preventative maintenance (PPM) schedule.
• Keep records of health and safety checks, training, and service contracts.
• Lead on all aspects of managing the UET Fleet provision.
• Support the coordination of facilities management, including liaising with contractors and suppliers.
• Assist with audits and documentation to ensure compliance with health and safety standards.

Stakeholder & Team Support

• Provide administrative support for meetings, including scheduling, preparing agendas, and taking minutes.
• Assist in managing relationships with suppliers, funders, and stakeholders by maintaining accurate contact records and handling routine correspondence.
• Set-up, allocate and track tablets for use by Support Workers
• Support communication between the Head of Business, CEO, Board of Trustees, and internal teams.
• Coordinate office administration tasks to ensure smooth day-to-day operations.

Essential skills & requirements

Person Specification

Essential

· Administrative experience in a business support, office administration, or similar role.

· Good understanding of financial administration, including processing invoices, maintaining records, and supporting budget monitoring.

· Strong IT and reporting skills, with proficiency in Microsoft Office (Excel, Word, Outlook) and the ability to learn new systems quickly.

· Knowledge of GDPR requirements and ability to handle sensitive information with discretion.

· Excellent organisational skills with the ability to manage multiple tasks and meet deadlines.

· Strong communication and interpersonal skills, with the ability to support colleagues and liaise with external stakeholders.

· Ability to work accurately with attention to detail.

Desirable

· Experience in the charity, education, or not-for-profit sector.

· Understanding of health & safety processes and facilities administration.

· Familiarity with SEND and/or experience working in an environment supporting young people with additional needs.

What We Offer

• A rewarding opportunity to make a genuine impact in the lives of young people.

• A supportive and passionate team environment.

• Opportunities for ongoing training and development.

The organisation is based over several sites in and around the Swindon area and this role is required to work to work from different sites, as directed by the Head of Business.

The post holder may be required to perform duties other than those given in the job description. The duties and responsibilities attached to posts may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and would not themselves justify the re-valuation of a post.

The Trustee body retains the right to implement changes to this job description to reflect changes in the demands of the post and this will be done in consultation with the post holder.

Job Type: Full-time

Pay: £26,103.00-£26,939.00 per year

Benefits:

• Company pension
• On-site parking

Work Location: In person