Operations Coordinator (Fixed Term Contract)

Key Responsibilities

1. Recruitment, onboarding and training

• Recruitment coordination: Coordinate recruitment campaigns day to day, working closely with another Operations Coordinator, who shares the load during peak hiring periods. This covers posting adverts, tracking applications, initial screening against agreed criteria, scheduling interviews and keeping hiring managers on track.
• Candidate experience: Be the main point of contact for candidates. Send timely, professional correspondence at every stage, including invitations, feedback and rejections.
• Offers: Prepare offer letters and request references.
• Internship programme: Coordinate recruitment for our annual internship programme, from launch through to offers.
• Onboarding logistics: Work with another Operations Coordinator to make sure new starters have a smooth first day, from equipment and desk setup to induction scheduling.
• Training administration: Make sure all team members are up to date with mandatory training and certifications. Track completion, chase outstanding training and keep training records accurate.
• Absence and leave: Maintain accurate absence and annual leave records.
• Leavers: Manage the admin for leavers, including offboarding and exit paperwork.

2. Office environment and workplace experience

• The 'office flow': Keep the office a high-standard environment, including supplies, vendors and liaison with the landlord and building services.
• Culture and connection: Coordinate team lunches, social events and company-wide meetings.
• Hosting: Be the friendly face of the office for visitors and deliveries.
  
  

3. Health and safety

• Compliance coordination: Help maintain our health and safety standards, including fire safety, first aid coordination, DSE workstation assessments and COSHH.
• Actions and records: Track actions arising from risk assessments and keep health and safety records up to date.
  
  

4. Information and contracts

• Information architecture: Keep our shared drive (SharePoint) organised and make sure the team follows our naming conventions.
• Contract administration: Centralise and track office-related contracts (lease, insurance, software subscriptions), flagging renewal dates well in advance.
• Internal communications: Help draft and distribute company-wide updates.
  
  

5. Board and Leadership support

• Board administration: Schedule board meetings, collate and circulate board packs, take minutes and track actions to completion.
• Leadership team meetings: Attend the weekly leadership team meeting as needed, taking notes and tracking actions.

6. Supporting others

• Business development and marketing: Act as a flexible resource for BD and marketing initiatives.
• ISO certifications and audits: Work with another Operations Coordinator to support our ISO certifications, including maintaining evidence and documentation and preparing for internal and external audits.

Who You Are

• Experienced all-rounder: You have a solid background (5 years or more) in an office, operations, HR admin or recruitment coordination role. Experience in a consultancy or professional services firm is a strong advantage.
• Confident with recruitment: You have coordinated recruitment before and can manage several live campaigns at once without anything slipping
• Quick to get up to speed: This is a fixed-term role, so you are comfortable picking up established processes quickly and adding value from the first few weeks.
• A small company specialist: You thrive in a boutique, growing team and enjoy the variety of wearing many hats.
• Highly organised: You enjoy a good checklist and can keep track of candidates, contracts, supplies and health and safety dates at the same time.
• A discreet and clear communicator: You write friendly, professional emails to candidates and colleagues, and handle confidential information with good judgement.
• Comfortable with software: You pick up new tools easily, from applicant tracking to SharePoint.
• Enjoys the office buzz: You are at your best working with the team in person, while appreciating a quiet day at home once a week.

Compensation & Benefits

• Competitive Salary: Base salary of £43,500 per annum.
• Performance Reward: A discretionary annual bonus.
• Collaboration & Growth: Work closely with the operations team to shape our future and access regular training to develop your skills.
• The Best of Both Worlds: A vibrant, office-based culture 4 days a week, with 1 day of flexible remote work.
• Flexible Time Off: 25 days annual leave (plus bank holidays), pro rata for the length of the contract.
• Health, Wellbeing & Security: A comprehensive pension plan, an optional private health insurance scheme and cycle to work scheme.