Operations Officer

Operations Officer | 23 Month Contract | (Outside IR35) | Full-time | Office based - Edinburgh | Starting ASAP

Day Rate: GBP145.20

About the role

To support the successful achievement of the client's terms of reference, the client is looking to recruit an Operations Officer. The successful candidate will work under the supervision of the Operations Team Leader. Primary responsibilities will include, but not be limited to, being involved in the day-to-day running of the Inquiry Hearings Suite, and Facilities Management activities. Flexibility will be required to work across various functions in the wider client. Training, where required, will be provided.

Main Duties

• Take responsibility for ensuring the Hearings Suite, and all associated equipment, is ready for use at all times; including, hearing loops, anonymity screens, and specialised seating requirements;
• Operate the Hearing Room's audio-visual and document display systems in the public hearings and troubleshoot basic technical issues, liaising with the service provider, as required;
• Undertake reception duties, including receiving external visitors;
• Manage web-based meetings using WebEx and troubleshoot basic technical issues, liaise with software provider, as required;
• Set up workstations with IT hardware, and support colleagues with IT equipment;
• Maintain a log of issues which occur during the delivery of Hearings and feed back to the Operations Team Leader during regular Hearings debriefs, implementing any remedial/corrective actions as necessary;
• Manage incoming and outgoing mail, including courier services, when required;
• Ensure meeting rooms and their facilities are always fit for use;
• Ensure office equipment is in a state of operational readiness, eg printers are fully stocked with paper/toners;
• Manage requests from across the Inquiry for office stationery, ensuring this is readily available;
• Undertake the role of the Macer to cover sickness and annual leave, when required;
• Assist in reviewing and where applicable, creating and implementing standard operating procedures (SOPs) to ensure there are defined measures of control in line with ongoing business needs;
• Assist with Health & Safety activities and where required by the Operations management team, work with the building management team/landlord to ensure compliance with H&S regulations;
• Assist the Operations Team Leader in reviewing sub-contractor performance, monitoring Service Level Agreement (SLAs) and feeding back via appropriate systems/reporting mechanisms;
• Undertake general administrative duties;

Essential Skills & Experience:

• Excellent customer services skills, with a proven background in facilities services or front of house services
• Experience working with internal and external stakeholders at all levels including senior management
• Excellent administrative skills
• Excellent working knowledge, application and experience of Microsoft 365
• Positive, can-do attitude, to deliver high levels of service
• Experience carrying out or supporting Health & Safety audits/inspections
• Excellent interpersonal and communication skills
• Strong problem-solving skills with ability to work autonomously and with a flair for continuous improvement
• Proven experience of working under pressure and to tight timelines
• Personal resilience and the ability to deal with what can be distressing subject matter
• Proven ability to prioritise own workload
• Flexibility in working hours to meet business needs
• An appetite for self-development and improvement
• Understanding of trauma informed approaches and principles

This role has been deemed Outside IR35 by the client. Applicants must hold, or be happy to apply for, a valid Basic Disclosure Scotland. Please click the link to apply.