The Operations Admin Assistant supports the Operations Manager and provides essential administrative coordination across Disability Together.
Overview of the role
Working at the heart of the charity, you will help keep day-to-day operations running smoothly, together with the Hub Hosts ensure a welcoming and well-managed hub for staff and visitors, and provide confidential HR and systems administration that enables teams to deliver high-quality support to D/deaf and disabled people.
After training, you will deputise for the Operations Manager during annual leave and other short-term absences, helping to maintain continuity of service and effective communication across the organisation.
You’ll handle sensitive information and will need to work with discretion and professionalism when supporting service users, projects and colleagues, following GDPR and internal policies at all times.
Key responsibilities
- Assist with daily operational tasks of the hub, and general office functions ensuring a high-quality service and standards throughout.
- Assist in all aspects of general day-to-day office management, including general clerical and reception duties to include phone cover and greeting service users/guests, ensuring our team have a well-managed space to meet and work together.
- Provide office Hub (Reception) cover during annual leave and absences.
- Support process improvements to increase efficiency across departments.
- Assist with recruitment, maintaining HR files, issuing DBS checks and onboarding new employees while maintaining confidentiality.
- Assist in administration of our HR system Breathe
- Assist in administration of our Smartlog online training platform
- Assist in the premises management, including timely reporting of maintenance issues, liaising with Landlord agents on issues relating to the building.
- Assist with inventory management, procurement, and logistics as needed.
- Prepare reports, presentations, and summaries for leadership review.
- Assist with booking training and ensuring training records are kept up to date.
- Minute taking for internal and external meetings
- Maintain and update CRMs.
- Maintain filing systems and records in line with GDPR
- Ad-hoc project specific administration and support
Communication and relationships
- Confident verbal and written communication
- Able to build and maintain internal and external relationships to increase efficiency
Quality and monitoring
- Use Disability Together’s CRM system (Beacon) to ensure that all client contacts, associated documents, detailed notes of advice provided and further actions required are recorded.
General
- Ensure that all work is carried out in accordance with Disability Together’s policies and procedures.
- Liaise with other Disability Together staff to ensure clients receive all other necessary services and support.
- Attend staff and team meetings.
- Undertake any other reasonable and relevant duties appropriate to the role.
Hours: 30.00 per week
About the employer:
Disability Together (formerly Living Options Devon) is a leading charity in Devon dedicated to reducing barriers and creating opportunities for Disabled and d/Deaf people. Our purpose is to ensure individuals can live fulfilling, independent lives while being fully included in their communities. We offer a wide range of services - from advice, advocacy, counselling and sensory support to wellbeing activities and social opportunities - each designed to help people build confidence, exercise choice, and lead happy and healthy lives. Alongside supporting individuals, we work with businesses, public services, and organisations to drive accessibility, awareness, and inclusivity. Together, we aim to build a fairer, more accessible society for all. We operate in a culture of open communication, empowerment and development, where individual differences and abilities are respected, and people are encouraged to achieve their full potential. We are a user-led organisation and welcome and encourage applications from Disabled and d/Deaf people.
Requirements and Prospects:
- Strong organisational skills
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High degree of personal integrity and ethical standards
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Interpersonal skills
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Able to build trust and strong stakeholders relationships
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Flexibility and adaptability
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Solution focused problem solving
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Proficient with digital technology, Office 365 in particular
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Willing to act as a team player but motivated when working alone
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Flexible and co-operative attitude to work routine and variety of tasks
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Interest in disability and Deaf issues
We hope to offer a fulltime role to the apprentice on successful completion on their programme.
Training Provided:
You will attend Exeter College one day a week (during term time) working towards either the Level 2 or 3 Business Administration apprenticeship.
Additional Information:
