Office Operations Co-ordinator

Based in Sunderland city centre with outreach programs in Houghton, Washington, Coalfields, and County Durham. **About us**: Uplift Associates is an independent training provider dedicated to empowering individuals across the Northeast since 2012. Our mission is to "unlock the potential of people at all levels by increasing motivation and empowering them to move forward into positive activities." We provide tailored support to meet the unique needs of each learner, focusing on their strengths and equipping them with the tools to overcome barriers. Our training fosters personal responsibility, resilience, and a positive mindset. **Main Duties and Responsibilities**: - **Data Input**: Accurately input and update data related to our training programs, learners, and outcomes in our database (PICS learner management information system). - **Data Management**: Maintain and organise office records, documents, and databases to ensure easy retrieval and secure storage. - **Reporting**: Prepare and present regular reports on office operations, such as weekly learner referrals, to keep the team informed. - **Process Improvement**: Identify opportunities to enhance administrative processes and implement effective solutions. - **Procurement**: Assist with ordering and managing food stock, as well as office supplies like paper, ink, and other essential materials, ensuring quality and cost-effectiveness. - **Outbound Calls**: Make calls to prospective learners, job centres, and partner organisations to provide information, schedule appointments, confirm attendance, and confidently address non-attendance issues. - **Inbound Calls**: Handle incoming calls from learners, job centres, and other stakeholders, providing excellent customer service and directing calls appropriately. - **Record Keeping**: Maintain accurate and up-to-date records, including learner files, attendance logs, and training materials. Take minutes during meetings and share them with the team. - **Communication**: Liaise with job centres, local organisations, and learners to ensure effective communication and coordination of training programs. Serve as the primary point of contact for both internal and external communications at all levels. - **Event Assistance**: Support the planning and execution of training sessions, workshops, and events, such as job fairs, as needed. - **Learner Support and Onboarding**: Welcome learners, direct them to the appropriate training rooms, and ensure a smooth onboarding process. **General Duties**: - Participate in regular meetings with colleagues and volunteers, building strong relationships within the Uplift family and with external partners. - Support team members and learners, stepping in wherever needed to ensure everyone feels supported and valued. - Commit to your professional development, upholding the high standards of our family-oriented culture. **Person Specification**: Essential: - Level 2 in Maths and English (GCSE equivalent). - Proven experience in an administrative role, preferably in a training or education setting. - Proficient in Microsoft Office Suite (Word, Excel, Outlook) and confident with data entry software. Strong IT skills are essential. - Strong communication skills, both verbal and written. - Strong analytical skills for identifying issues and implementing effective solutions. - Ability to build relationships with colleagues and external stakeholders. - Ability to manage multiple tasks, prioritise effectively, and work independently. - Excellent organisational skills and attention to detail, including effective time management. - Friendly and professional demeanour, with a strong commitment to customer service. - Experience in call handling (both inbound and outbound), or experience working with a training provider. - Caring enough to bring problems and solutions to the table. - Solution focused. **Desirable**: - Understanding of equal opportunities and diversity, with knowledge of local cultural issues and barriers faced by unemployed individuals. - Experience working with unemployed individuals or within the education sector is a plus. - Networking and social media skills. We invite you to become part of Uplift Associates, where your contributions will help us continue to uplift and support the community. Please submit your CV along with a covering letter. A DBS check will be required; please ensure you have valid photographic ID and evidence of your right to work. **Working Hours**: Monday to Friday, 8:30 am - 4:30 pm. **Requirements**: Must hold a full, clean driving license, as travel to outreach locations across the Northeast may be required. Additional Benefits at Uplift: - Yearly bonus (dependent on KPIs over the academic year) - Employee Assistance Programme with 24-hour access to confidential Health and Wellbeing Support - Excellent Continuing Professional Development (CPD) opportunities for all staff - Coaching sessions with our Director - Complimentary tea and coffee