Reports to:

Head of Operations (line manager). The Operations Director and the Office Manager may also allocate work.

Salary range:

£27,500 to £32,000

Working hours:

Monday to Friday, either 8.30am to 5.00pm or 9.00am to 5.30pm

Location:

Office based at Saxon House, 211 High Street, Berkhamsted, Hertfordshire, HP4 1AD, with occasional home working where the business allows.

Benefits:

25 days holiday, plus bank holidays

Christmas break office closure (three days taken from the 25 days holiday)

Free flu vaccination

Onsite parking

Auto-enrolment pension scheme with salary sacrifice

Holiday purchase scheme

Staff referral scheme

Life cover

Employee Assistance Programme

Financial support for CII exams (if you choose to take them)

Purpose of the Role

The Operations Co-ordinator provides a high level of administrative and executive support to the Head of Operations, so that the Head of Operations can deliver the objectives of the Operations team. The role also supports the wider senior leadership team in delivering organisational objectives.

The Operations team exists to help colleagues to do their own roles well. The post holder keeps the business running day to day while managing many tasks at once, so adaptability is essential.

Executive and Leadership Support

• Provide day to day administrative and executive support to the Head of Operations, protecting their time so that team objectives can be delivered.
• Co-ordinate events as required, making sure arrangements are delivered smoothly.

Operational Co-ordination

• Co-ordinate projects and operational activity, tracking progress, deadlines and actions, and reporting status to the Head of Operations.
• Support colleagues across the business by picking up operational tasks, so that they can concentrate on their own roles.
• Support the Office Manager with HR administration, health and safety obligations and facilities, including co-ordinating suppliers and office services and keeping accurate records.
• Provide compliance administration, keeping records accurate and complete.
• Act as the point of liaison with IT, raising and following up requests for colleagues.
• Gather data and provide clear, accurate management information when requested.

Office and Administration

• Answer and direct telephone calls, and monitor and respond to emails and post, passing queries to the right person.
• Carry out data entry, filing and scanning accurately, and maintain office systems in line with company policy.
• Prepare letters and communications for staff in line with company policy, including pre-completing documentation ready for staff to check and sign.
• Deal with queries from colleagues, suppliers and external parties professionally.

These duties are not exhaustive, and other general office duties may be required.

Team Working and Development

• Work as part of a strong support team, covering for absent colleagues when required, and work within defined business processes while contributing ideas for improving them.
• Commit to continuous personal development, keeping knowledge up to date and retaining supporting records for review.

Experience, Skills and Personal Qualities

No formal qualifications are required. Experience is not essential, but would be beneficial, especially in an independent financial adviser (IFA) setting.

• Adaptability: the ability to switch between competing priorities as they change, while staying calm and organised.
• The ability to prioritise and plan your own workload, multitask effectively and achieve agreed outcomes without close supervision, with close attention to detail.
• Excellent written, verbal and interpersonal skills at all levels.
• Good IT skills, including full competence in Microsoft Word, Excel and Outlook.
• The ability to work independently and as part of a team, with professional integrity and discretion when handling confidential information.
• The ability to acquire and apply new skills, set your own goals and deliver agreed targets.