We are looking for an exceptional Operations Coordinator to join our Operations & Events Team and play a vital role in the smooth running of the organisation, and growth of our administrative function across The Diana Award. You will lead on the day-to-day management of our London Office, support with governance and our Board of Trustees, and manage a small team of Administrators working across programmes and events.

You’ll enjoy working flexibly, supporting with a variety of programmes and projects, and a wide range of stakeholders.

This is a great opportunity for someone looking to bring their aptitude for organisation, attention to detail and ability to work flexibly to the charity sector in a fast paced and interesting role.

RESPONSIBILITIES

Governance/Board Support

• Manage the Board calendar and set up Board, Committees/Sub Groups and Strategy meetings and days – including booking rooms/zoom links, as required

• Liaising with the CEO and SLT in the collation of all papers, and ensuring papers are issued in a timely manner – at least one week prior, to any meetings

• Taking and dissemination of minutes of all meetings

• Be responsible for the recruitment and induction of Trustees, supporting the Director of Operations

• Ensure Trustees records are up to date, including appropriate compliance checks, details.

• Manage the log of conflict of interests, issues log and other matters, required to ensure legal compliance by trustees.

 Office Management

• Act as the first point of contact for all enquiries coming into both general and programme specific inboxes, via the website and phone - providing excellent customer service levels.

• Support the Safeguarding Team on drafting responses to general enquiries which are flagged as safeguarding.

• Maintain the smooth running of the London office. Tasks may include managing post, desk booking systems, stationery orders, preparing and packing resources for training and events, health and safety compliance, and supporting on any other duties as required.

• Liaise with suppliers as required such as phone and IT support.

• Manage The Diana Award's online store, fulfilling orders as required.

• Liaise with suppliers / distributors to ensure programme resources are delivered in advance of all training events.

• Act as one of the designated fire marshals and first aiders for the London office, with occasional support at other events as required.

• Work closely with our Business Operations Manager on our Salesforce Project

 Administration Coordination

• Coordinate and support a team of administrators to deliver on their scope of work and adapt/adjust as required to meet the needs and priorities of the organisation.

• Proactively identify and implement improvements to processes to ensure efficiency and engage teams in delivering these improvements.

• Develop effective working relationships with colleagues across the organisation to deliver efficient administrative and operational support.

There may also be occasions where this role provides support for organisational events and programme activity. However, this will be subject to existing workload/capacity.

ABOUT YOU

• Proven experience of providing outstanding administrative support within a busy and high performing team.

• Excellent organisation skills and ability to learn quickly.

• Excellent customer service skills and an ability to communicate effectively with a wide range of stakeholders.

• Ability to build strong working relationships with a variety of teams, stakeholders, and suppliers.

• Ability to develop and motivate individuals and teams.

• Ability to adapt and problem solve quickly and independently make decisions.

• Experience of developing systems and processes.

• Experience of line-management (desirable)

• Commitment to confidentiality and management of sensitive data.

• Experience of working with Trustees or Boards (desirable) 

• Commitment to learning and self-development.  

• You’ll need to be confident in using digital tools and platforms (or willing to learn). These range from form building platforms, to salesforce to managing complex excel documents and databases.  

• Excellent IT skills, confident in the use of Microsoft Office (especially Outlook, Word and Excel) 

• Experience of working with a customer relationship management tool, preferably salesforce (desirable).

• Ability to work weekends and evenings on occasion around bigger events. Approximately 2-3 a year.

• Commitment to and ability to inspire commitment to The Diana Award’s vision, values and mission.

• Commitment to follow The Diana Award’s Safeguarding Policy and processes at all times.

OUR ORGANISATION

The Diana Award is committed to anti-racism, social justice and building and developing a workforce which reflects the diversity of the young people we support. We are proud to be an equal opportunities employer that values and respects the people who work for us. We seek to ensure all job applications are treated fairly, with respect and without bias.

We positively encourage applications from suitably experienced candidates regardless of sex, race, disability, age, sexual orientation, gender identity, religion or belief, marital status, or pregnancy and maternity.

OUR CULTURE

We know that change is a team effort, and work hard to make sure every member of staff is inspired, nurtured and supported.

Every staff member has their own personal training and development budget, ability to work flexibly around core hours, access to our employee assistance programme 24/7, wellbeing initiatives, equipment to support you both at home and in an office environment (if applicable), opportunities to connect, collaborate and celebrate with colleagues both in person and online, and much more.

We are committed to safeguarding and promoting the welfare of all. This is a responsibility that is shared by all members of staff the successful candidate will be subject to an enhanced DBS or equivalent police check.

APPLICATION DETAILS

Application deadline: Monday 07 August 2023 at 10.00am. Shortlisted candidates will be invite to an interview on Thursday 17th August 2023 in our London Office.

Please reach out to people@diana-award.org.uk if you require any support with the application process or have questions about the role or the process.

Good luck with your application!