Operations Assistant

**Job Purpose**
As part of the School of Law’s Professional Services team, the postholder will support a variety of administrative, business, and operational functions within the school and contribute to the development and implementation of key operational processes. Acting as a primary contact for both internal and external stakeholders, the postholder will provide essential support in areas including facilities, estates and general operations. With a commitment to customer service and operational excellence, the role will involve close collaboration with colleagues across the school and college to ensure that facilities, procedures, and resources are effectively managed to safeguard the welfare and interests of all stakeholder groups.

**Main Duties and Responsibilities**
The Operations Assistant will work closely with University Services, particularly the Estates and Commercial Services, Information Services teams, and the College Health Safety and Business Continuity Team to ensure the school’s buildings and services meet user needs. This includes facilities and space management, health, safety, and wellbeing oversight, business continuity, and providing general administrative support to the school.

**Key Responsibilities**:
**Facilities and Space Management**
- Collaborate with central University Services to plan and organise building usage to meet school requirements.
- Manage estates and facilities issues such as reporting and tracking maintenance tasks, faults, incidents, improvement works, coordinating office moves, and liaising with building users.
- Oversee access systems, including keypad codes, Salto card access, and building/office keys.
- Implement improvements to enhance workspace occupancy and utilization.

**Health, Safety, and Wellbeing (HS&W)**
- Develop, deliver and manage operational plans for HS&W, Business Continuity, and Facilities Management in partnership with the College Health Safety and Business Continuity Team.
- Serve as the Fire Safety Coordinator for the Stair Building.
- Report incidents to the School HS&W Committee and escalate non-compliance issues to the HoS and HoPS.
- Track monthly health and safety compliance, manage documentation on the school Operations Teams site, and ensure school policies align with college and university standards.
- Act as the clerk for School HS&W Committee meetings, including taking minutes and distributing them to stakeholders. Report to the College HS&W Committee on behalf of the school.
- Coordinate with trained First Aiders to maintain and restock First Aid kits. Maintain list of school First Aiders and Fire Wardens, and ensure training is up to date.

**Business Continuity and Risk Management**
- Responsible for maintaining Health, Safety, and Wellbeing, Business Continuity, and Facilities Management protocols and resources, including emergency procedures, fire safety and evacuation, risk assessment, safety audits, and building plans for the school.
- Oversee planned and reactive maintenance activities for school buildings and facilities.
- Support colleagues in fostering a culture of safety, resilience, and productivity within the College and Schools.
- Ensure compliance with current legislation, University policies, and quality standards in HS&W and Business Continuity working under the guidance the College Health Safety and Business Continuity Team.
- Collaborate across the College to maintain health and safety reporting frameworks and track progress on risk management actions.
- Lead efforts in identifying and managing risks related to health, safety, wellbeing, and business continuity.

**Data Analysis and Reporting**
- Collect and analyse information regarding incidents, training, absenteeism, and performance metrics for the management team.
- Use data insights to enhance adherence to HS&W and Business Continuity policies and procedures.
- Contribute to College HS&W, Business Continuity, and Facilities Management audits, ensuring timely completion, delivery of action plans, incident investigations, and lessons learned.

**Stakeholder Support and Communication**
- Act as a key point of contact for queries related to health, safety, wellbeing, and facilities management.

**Equipment and Resource Management**
- Work with the HoPS, HoS PA and School IT Technician to coordinate furniture and IT equipment requests, ensuring adherence to budget and approval processes.
- Track equipment requests for budget monitoring purposes and ensure staff are adequately equipped.
- Arrange recycling and confidential waste collection, manage printer faults, and coordinate disposal of printer cartridges.
- Assist with document archiving and retention, liaising with other departments as needed.

**General Administration**
- Ensure welcome/reception areas are organised and presentable.
- Maintain visual displays such as staff directories, posters, and information leaflets.
- Respond promptly to general inquiries from students, staff, and visitors, p