Operations Assistant

Job Purpose:

Reporting to the Business and Governance Manager and working closely with colleagues across the Foundation, the Operations Assistant is a vital role in the efficient functioning of The Royal Foundation as well as fostering a positive work environment.

Role description and core responsibilities

The Operations Assistant plays a key role in the Foundation supporting a busy office, as well as providing hands on support to IT function.

This role goes beyond simply checking off tasks - It is about being confident, approachable, and unafraid to speak up when needed (yes, even with a lighthearted Hey! Who left their mug in the sink? ).

Office Administration

• Act as first point of contact for general operational enquiries

• Manage post, deliveries and couriers for the Foundation

• Ensure that the office facilities are maintained to the highest of standards and any issues identified are escalated promptly and resolved

• Responsible for ensuring office supplies are maintained and ordered as required

• Responsible for reporting and following up with all office faults/issues to the Facilities Management Helpdesk

• Support office health and safety, including undertaking first aid and fire warden training

• Support Director of Finance and Operations and the Finance team with occasional ad hoc administration tasks as required

• Other general administrative support as required

IT Support

• Liaise with outsourced IT Support for devices setup for new and existing users

• Manage mobile phones for the Foundation

• Manage IT equipment (including Photocopier contract, AV Equipment) at the office and raise any faults with the relevant stakeholder

• Support the Business and Governance Manager with any other IT management as required

• Support Salesforce CRM Administrator with basic Salesforce administrative tasks

• Assist in the coordination of daily operational tasks and processes

• Maintain accurate records and ensure timely processing of orders, invoices, and inventory management

• Liaise with internal teams, suppliers, and customers to ensure smooth communication and operations

Relevant knowledge, experience and personal qualities

Knowledge & experience:

• Significant office administration experience ideally with broader experience in at facilities management and IT

• Demonstrable experience dealing with stakeholders at all levels

• Strong IT skills are essential, particularly with Microsoft Office 365, Windows, macOS

• Salesforce CRM experience is desirable.

• Interest in environmental sustainability

• Charity sector experience

Personal qualities:

• A team player, flexible and able to respond positively to an ever-changing environment, prioritising work effectively

• Attention to detail with the ability to maintain an excellent level of accuracy

• Highly organised and able to help organise those around them

• A people person, able to work closely with multiple stakeholders

• Excellent communication and interpersonal skills

• Willingness to learn and develop new skills

• Self-starter and independent thinker; able to solve problems and instigate solutions.

• Shows initiative and takes responsibility for own workload

• Absolute discretion in dealing with sensitive and confidential matters

Our Company & Culture:

The Royal Foundation is committed to equity, diversity, and inclusion and to ensuring a positive, safe, and respectful environment which promotes the wellbeing and dignity of our employees, partners, suppliers, and those whose interests we represent. We are committed to promoting a positive and inclusive working environment that has a diversity of people and views, and one that supports our culture of collaboration and curiosity. These principles underpin our professional behaviour and are embedded in our policies, procedures, day-to-day practices, and external relationships. We therefore welcome and encourage job applications from people of all backgrounds.

If you have the relevant skills and enthusiasm for the role, then we want to hear from you.

Please send your CV and a one-page covering letter explaining your motivation for applying and how you meet the skills and experience required for the role by clicking Apply now.

• Salary: £30,000 pa.
• Location: Central London office three days a week, with flexibility to work remotely the remaining two days
• Contract type: Permanent
• Holiday: 25 days per annum
• Hours: 37.5 hours per week (Monday to Friday)
• Benefits: Pension scheme (non-contributory), private medical insurance, life insurance, season ticket loan