Operations Support Coordinator

**About The Role**:
The Operations Support Coordinator (Admin Assistant) helps people with sight loss to live the life they choose by enabling staff and volunteers to fulfil their operational delivery roles. This is achieved through the provision of people-centred customer service and professional and efficient administrative coordination and support. The role helps maintain a safe and pleasant working environment through oversight of local workplace activities, working in partnership with the Property & Workplace Services team.

Key Responsibilities
- Deals with routine correspondence and calls ensuring all enquiries are proficiently handled and appropriately referred to the relevant internal specialists in line with quality standards.
- Maintains paper and computer-based inputting and customer or volunteer records in line with process standards and General Data Protection Regulations.
- Provide administrative support for Guide Dogs services (GDS) including GDS Operations, Puppy Raising, Dog Health & Wellbeing and Rehoming.This could include, but not exclusive to, preparing/sending out equipment; coordinating and booking hotels for class; collating and sending qualification packs in preferred formats; inputting health histories; and mailings as generated by GDI and requested by the CAS team.
- Provides administrative support for the SISS team this could include, but not exclusive to ensuring any equipment is ordered and mailings sent out in preferred formats, in a timely manner.
- Provides administrative support for volunteers such as puppy raisers, fosterers and drivers.This could include, but not exclusive to, sending puppy information packs and agreed communications within the agreed timescales as set out in the volunteer engagement process, dealing with queries and supporting the coordination of volunteer activities required for operational delivery as requested.
- Provide reception services, including - greeting visitors, managing incoming and outgoing post/deliveries, car parking, hot desks, and meeting room bookings/equipment.
- Coordinates local health & safety activities to ensure the site remains safe and compliant. These include fire alarm testing, monthly safety checks and emergency evacuation support as required.
- Liaise with Workplace Services to coordinate activities including reporting reactive issues, liaising with contractors, and conducting housekeeping checks.
- Overseeing the site pool vehicles including weekly safety checks, monthly mileage submissions, booking services and organising periodic valeting.
- Consistently maintain good housekeeping standards and professional office environment including: desk conditions and set up to DSE guidelines, visual display boards up-to-date, storage monitored and managed, and space management (i.e. fair and appropriate use of communal meeting spaces).
- Ensure any donations received are counted, balanced, prepared for banking and recorded on the system correctly in a timely manner.
- Maintains diligence and compliance around numerous administrative duties and requirements including (but not exclusive to):

- Incoming and out-going post.
- Raising purchase orders & expense requisitions.
- General communications, and production and distribution of support materials to stakeholder groups as requested
- Stock maintenance for office materials / site provisions / dog provisions.
- Trains and provides ongoing support to local staff and new starters in the use of information and office systems as required.
- Support internal local team level activities such as seasonal social events, Senior Leader / stakeholder visits.
- Any other administrative or support duties as needed to enable the smooth running of the office and the team it supports.
- The standard working hours for this role are 9:00 AM to 5:00 PM, Monday-Friday.

**About Us**: Trebuchet MS with Updated Inkey Blue

**How to apply**

If you want to know more about the teams who work at Guide Dogs, you can find it on our **Careers Page**

**Our Commitment to Diversity and Inclusion**

If you are successful you will need to provide evidence of your right to work in the UK via our digital ID checking supplier; in addition, we cannot offer visa sponsorship at this time.

Every day is different at Guide Dogs. And no person with sight loss is the same. We work side by side, on our sites and in the community, in schools and on our streets, supporting people to live the life they choose. Our staff therefore also work in different ways to support the delivery of our life changing work.

**Safeguarding**

Guide Dogs is committed to safeguarding and promoting the welfare of all children, young people and adults at risk of harm with whom we work. We expect all our employees and volunteers to fully share this commitment.