Operations Officer (IT support)

HOW TO APPLY: Please send your CV and cover letter to recruitment@hmd.org.uk. We only accept applications by email, and applications made through LinkedIn's "Apply" button will not be considered.

ABOUT US

Holocaust Memorial Day takes place on 27 January. It is a national day to commemorate the 6 million Jewish men, women and children murdered during the Holocaust, and the millions more murdered under the Nazi persecution of other communities. It was also founded to support learning and remembrance of where persecution led in Cambodia, Rwanda, Bosnia and Darfur. As antisemitism and other forms of prejudice continue today, Holocaust Memorial Day brings the nation together to remember persecutions of the past and stand against hatred and division in the present.

The Holocaust Memorial Day Trust is the charity established by the Government to promote and support Holocaust Memorial Day in the UK. It reaches millions of people each year: it leads the National Commemoration, enables hundreds of thousands of people in communities, schools and organisations to mark Holocaust Memorial Day each year through events, education and 'Light the Darkness', a collective moment of remembrance that takes place across the nation at 8pm on 27 January. Through its work, the Holocaust Memorial Day Trust deepens understanding of the Holocaust, helps protect against Holocaust denial and distortion and shapes a better future built on empathy, understanding and respect.

THE ROLE

We are seeking an enthusiastic, motivated Operations Officer to join our Operations team, providing hands-on IT support and practical operational support that keeps the charity running smoothly. You will be the first point of contact for day-to-day IT queries across the team, help look after our systems and data, and support colleagues with recruitment, office and administrative processes.

We welcome applications from candidates with experience in a similar role, and equally from recent graduates and those looking for their first job. What matters most is aptitude, organisation and a genuine interest in how IT and operations work.

This is a hands-on role for someone with a flexible, disciplined, 'can-do', teamworking and solutions-based outlook. We are a positive, hard-working and high-achieving team, and this is an exciting opportunity to contribute to an organisation with national impact.

WHO ARE WE LOOKING FOR?

Holocaust Memorial Day Trust is for everyone, and we are committed to building a team that reflects the diversity of our society.

We welcome applications from people of all backgrounds, identities and experiences, and particularly encourage candidates from communities that are underrepresented in our workforce, including people from minoritised ethnic backgrounds and disabled people.

We are especially interested in people who share our values (empathy, understanding and respect) and who are motivated to use remembrance and education to challenge prejudice and help build a more compassionate future.

We are not in a position to sponsor visas, so applicants should already hold a right to work in the UK and reside in the UK.

APPLYING FOR THE ROLE

Please send your CV and a cover letter (maximum two pages) to recruitment@hmd.org.uk. We only accept applications by email. Your cover letter should address:

- Why you want to work at HMDT

- Why you are interested in this role

- How you meet the person specification, with relevant evidence, as this will be used to shortlist candidates for interview

You are also welcome to complete the optional Equality and Diversity form (password: HMDT) and include it with your application.

USE OF AI IN YOUR APPLICATION

We know that many people use AI tools to help with job applications. Please write your cover letter yourself. We want to hear your own voice and your own examples, and cover letters written by AI tend to read much the same as one another, which makes it very difficult for us to tell candidates apart. Using a tool to check your spelling or layout is fine, but the words and the examples should be yours.

WHAT HAPPENS NEXT

Applications are anonymised before shortlisting, so the panel does not see your name or personal details. We will normally be in touch within two weeks to let you know whether we are taking your application forward to interview.

To discuss the role or the application process, please call 020 7785 7029. If you have any access requirements, please let us know and we will do all we can to accommodate you.

JOB DESCRIPTION

Reporting to: TBC

Direct reports: None

Location: Vauxhall, Central London

Starting salary: £33,237

Salary scale: 18

Contract type: Permanent

Hours: 35 hours per week full-time. Office hours are 9am – 5pm Monday to Friday; core hours are 10am – 4pm Tuesday to Thursday (with some flexibility including working from home)

You will be expected in the office a minimum of 3 days per week, rising to 4 days per week during the HMD period.

BENEFITS

- 25 days annual leave, increasing by 2 days after two years' service up to a maximum of 5 additional days after 5 years

- Pension contributions of 5% once probation is successfully completed

- Hybrid working, with some flexibility including working from home

- Time off in lieu (TOIL) for hours worked outside normal office hours

JOB PURPOSE

The Operations Officer supports the operational effectiveness of the charity, with a particular focus on IT support and the day-to-day running of our internal systems. The postholder will provide first-line IT support, help maintain our software platforms and CRM database (Salesforce), work with our external IT suppliers, and support recruitment and HR administration, procurement, office management and governance processes.

MAIN RESPONSIBILITIES

- Provide first-line IT support to staff (eg laptops, phones, printers, Microsoft 365 accounts and software), logging, resolving or escalating issues as appropriate

- Set up equipment and accounts for new starters and close them down for leavers, and keep the IT asset register up to date

- Liaise with external IT suppliers to resolve issues and support IT projects

- Help keep our systems and data secure (eg applying updates, supporting multi-factor authentication, promoting good cyber security practice across the team)

- Maintain and update the charity's CRM database (Salesforce), ensuring supporter and donor information is accurate, secure and accessible

- Provide recruitment support to managers (eg monitor recruitment inbox, coordinate interviews)

- Support HR administration, including onboarding of new starters and maintaining staff records

- Support procurement and general administration (eg obtaining quotes, raising orders, maintaining supplier records)

- Act as a point of contact for the office, liaising with building management on facilities matters

- Support governance processes, including logistics for Board and committee meetings

- Support the handling of personal and confidential information in line with GDPR and our data protection policies

- Play an active role in the Operations Team and assist with general enquiries where needed

- Undertake other reasonable duties, including support and cover across the wider team

PERSON SPECIFICATION

We are looking for potential as well as experience. Previous experience in a similar role is welcome but not essential, and your evidence can come from study, volunteering, part-time or casual work, personal projects or other experience.

Essential:

- Confident user of Microsoft 365 or similar (eg Outlook, Word, Excel, Teams)

- Interest in technology and how IT systems work, with a logical approach to solving problems

- Good written and verbal communication skills, including the ability to explain things clearly to non-technical colleagues

- Well organised, with strong attention to detail and the ability to prioritise and keep track of multiple tasks

- Ability to handle sensitive and confidential information responsibly

- An interest in and commitment to the values of HMDT

- Understanding of and commitment to diversity and inclusion

Desirable:

- Experience of providing IT support (eg in a job, at university, volunteering or for family and friends)

- Experience of working with a CRM database (eg Salesforce)

- Experience of office administration or customer service

- An interest in cyber security or data protection

- Experience of LLM AI usage (ChatGPT, Claude etc)

Personal qualities:

- Energetic with a pro-active approach, who brings new ideas to the team

- Well organised, with a common-sense approach, and willingness to learn

- Patient and helpful when supporting colleagues

- Sensitive and thoughtful when working with complex historical content

- Strong team player with good interpersonal skills, able to work independently and sensitively with colleagues and stakeholders

- Available to travel and attend off site events from time to time

WHY JOIN US

- Take on a varied role at the heart of a national charity

- Build practical, transferable skills across IT support, systems, data and administration

- Support work seen by millions across the UK each year

- Join a supportive, mission-driven team

This job description is a guide, not an exhaustive list. All staff are required to support key activities such as attending HMD events, so annual leave in peak periods may be restricted.

HOW TO APPLY: Please send your CV and cover letter to recruitment@hmd.org.uk. We only accept applications by email, and applications made through LinkedIn's "Apply" button will not be considered.

Remember the past. Protect the future.