Operations Coordinator 186 views

Primary responsibilities:

The Operations Coordinator will support the HSOT operations management team with the implementation of effective and efficient operational, HR and compliance activities to deliver projects.

This role will be central to the HSOT Operations Team, and will provide support to four key functions within the project:

1.     Support to the Deputy Director:

·       Work with the DD and the client in setting, commissioning, and coordinating all reporting requirements for the programme.

·       Work closely with the DD in the risk management process for the project, this will include arranging all project and client meetings, taking meeting mins and ensuring all documents in relation to the process are kept up to date and are distributed amongst the team.

·       Support the DD with the scheduling and smooth running of any internal and client meetings and minute taking.

·       At times support the DD with drafting weekly communications, drafting meeting agendas, taking notes for distribution, tracking tasks, maintaining calendars and deadline reminders.

·       Responsible for ensuring that the project Asset Register is kept up to date at all times; 

·       Support the DD and the Finance manager with the budget management and forecasting – monitoring standing team expenditure against the head budget.

2.     Corporate Compliance:  

·       Serve as a liaison between corporate services and the project.

·       Be the central point within the programme for the maintenance and continual development of the HSOT Project Management Manual.

·       Support the development and drafting of internal Palladium reporting, project risk assessments, annual reviews, and client deliverables

·       Ensure that corporate tolls are up to date; which includes the Project Registry, Contractor and Subcontractor Registry and the Risk Register.

·       Ensure project issues and risks are logged, monitored, and updated in risk portal and escalate those to project leadership.

·       Work towards anticipating project needs and providing compliant, flexible recommendations on processes, such as suggesting adequate timelines for reviews and coordination between HQ and field offices etc.

3.     Facilities Management:

·       Support the facilities coordination for the team for the three offices HSOT has access to

·       Work towards anticipating project needs and providing recommendations on setting up a process for distributing all project laptops and phones.

·       Health and Safety; ensure the emergency procedures are upheld. Assist to keep the office safe

·       Manage and keep updated the Project Asset Register and report periodically back to the client with updates on this.  

·       Liaise with office suppliers and look at office costs in collaboration with the DD and the Palladium Office Manager and work with the HSOT Finance team to ensure all invoices are paid on time.

·       At times Provide administrative assistance to the Palladium Office Manager

4.     Support to wider Operations Team:

·       Support the HR Administrator once a year with the Annual ASA vetting renewals (February).

·       To provide additional support to HR if peak of vetting requests

·       Provide urgent contract admin back-up to Roster Managers (HR).

·       Work with the Humanitarian Projects Team (HPT) on supporting core team travel and management – vaccinations and kit etc.

·       Keep a record of all deployable staff related (maintain vaccination status etc) data management.

·       Experience in administration, office management, and financial/budget management.

·       Understanding of Project Management

·       Outstanding organisational skills in terms of planning, managing information, controlling timelines and meeting deadlines

·       Strong attention to detail

·       Strong communication and interpersonal skills

·       Proven ability to communicate complex procedures and situations to varied stakeholders/clients

·       Proven ability to deal with a varied, demanding, often conflicting and rapidly changing workload

·       Excellent written and verbal communication skills

·       Financial acumen and the ability to interpret and analyse financial reports

·       Sound problem solving and decision-making skills

·       Ability to work with a low level of supervision and as a part of a team when required

Closing date: 14th November 2021

Applicants need to have the right to work in the UK. Palladium does not sponsor visas.