About BOP

BOP Consulting is a global research and consulting practice for culture and the creative economy.

Our work covers research and evaluation, strategy, buildings and placemaking. For 25 years, BOP has partnered with cities, cultural organisations, and policymakers to reshape the way culture is experienced and delivered locally, nationally, and internationally.

We are a fast-paced, dynamic business with a team of 27 that is constantly growing and evolving. We require someone who can thrive in an agile and dynamic environment.

We welcome applicants from all backgrounds. We want to make sure our workforce is diverse and representative of the communities we work with, and that our opportunities are open to all.

The role

The Office Coordinator is the first person many of our clients and suppliers will talk to and is the person who team members will contact if they need support. Working within BOP's operations team they will report to the report to the Chief Operating Officer and help provide a supportive, enabling, and efficient environment in which our consultancy team can thrive, and our business can grow.

With a positive and solutions focused approach our Office Coordinator works with everyone at BOP.

Illustrative 'day in the life' of the Office Coordinator

A typical day will require the post holder to juggle/manage a range of tasks such as:

• Organising a development day for all team members

• Taking minutes at a Board meeting

• Help a Project Manager organise a site visit to Riyadh

• Training a new staff member in their responsibilities for health and safety

• Drafting a training manual for a new piece of office software

• Updating carbon emissions data with input from all project teams

• Liaising with our landlord about obtaining specialist office furniture

• Producing the organisational calendar for the next 12 months

• Researching new suppliers for an office service

As the Office Coordinator you will be expected to

Undertake a range of administrative and operational tasks, supporting teams across our portfolio of work:

• Act as the front of house for visitors, handle telephone calls and emails, and manage incoming and outgoing post.

• Oversee our facilities in London, manage the relationship with the landlord for our serviced office, ensure a safe, welcoming environment, and promote team cohesion in our workspace.

• Manage physical storage needs in London.

• Lead health and safety requirements, including serving as a fire warden and first aider.

• Organise meetings, workshops, and other events.

• Assist the communications team by sourcing and producing content.

• Assist with projects, including research, travel coordination, accommodation arrangements, and other project logistics.

• Lead compliance efforts, ensuring record-keeping and data entry meet ISO standards.

• Monitor team availability and act as a point of contact for team members to enable human resource activities.

• Assist with onboarding new team members.

• Manage the organisational calendar.

• Provide support for governance, Board meetings, and AGMs.

• Liaise with suppliers.

• Undertake any additional reasonable duties as required by the Directors, which may include project work.

What we are looking for

Key requirements

• Practical experience working in a project-based environment such as consultancy or creative agency, where multiple projects teams are delivering projects concurrently.

• Good appreciation of the practical needs project teams require to deliver exceptional work within tight timeframes , and how to meet those needs.

• Ability to execute compliance tasks related to financial reporting, health and safety, and ISO registration.

• Familiarity with procedures and protocols for handling confidential information.

• Outstanding written and verbal communication skills, with a proficiency in professional English writing.

• Excellent numeracy skills and a keen eye for precise data entry.

• Proficiency with Office 365 applications, particularly in PowerPoint, Excel, Word, SharePoint, and a sound understanding of contemporary information technology requirements.

Desired requirements

• Proficiency in additional languages would be advantageous.

• An appreciation of the markets BOP operates in, including culture, creative industries, and sustainable development, would be valuable.

• Possession of an up-to-date workplace first aid certificate is preferred, but training can be provided if necessary.

Personal attributes

• Personable and friendly

• High integrity

• Exceptionally well organised

• Focused on practical solutions

• Client focused – engaged and responsive

• Well prepared, organised and efficient

• Proactive and self-organising

Role Details

• Salary range of £24,000-27,000 PA, based on experience. This is the full time salary based on a 37.5 hour week, actual salary will be pro-rata.

• Between 19-27 hrs (0.5-0.8FTE) over 3-5 days per week.

• Permanent role

• Holborn, London

• Office based, though occasional hybrid working will be possible with prior approval.

• 25 days holiday pro rata (including 5 days during the Christmas closure period).

• We will consider options for annual periods of unpaid leave (e.g. term time working)

• Start date – January 2024

• Closing date midday (12pm) 30 November 2023

• Interviews - 4&5 December 2023

Unfortunately, we are not in the position to sponsor visas for this role.

Given the nature of this role we reserve the right to undertake a basic DBS check as part of making an offer of employment.

Expected duration of this application process: 2 weeks.

If you have any questions or to organise a discussion with one of our team about the role and working at BOP, please email kristina@bop.co.uk.

Notes

Our typical services and selection of our projects are on our website www.bop.co.uk