Operations Coordinator

To contribute to the operational sustainability of the Students’ Union by ensuring its operational policies and procedures are established and satisfactorily working.

The role will proactively develop and maintain relationships with both permanent and student staff, university staff, and other external partnerships as agreed.

Administration

1. To organise the annual calendar of staff, team and committee meetings.
2. To ensure minutes and action points are recorded and distributed.
3. Monitor the diaries of the Strategic Leadership Team and of the Sabbatical Officers, to be consistent with calendar above
4. Contribute to the development of SU facilities especially health and safety and buildings.
5. Liaise with other staff in the SU and University as necessary on administrative matters.

Governance and Board of Trustees

1. To assist in preparation of papers and be responsible for distribution of agenda, minutes and accompanying papers
2. Preparation and distribution of minutes and action points.
3. Be responsible for the recording and distribution of monthly Key Performance indicators KPIs and for the co-ordination of team objectives setting
4. Assist the Head of Finance and Operations with external regulation e.g. Companies House and Charity Commission updates
5. Provide assistance and support to Board members in respect of minutes, papers and other Trustee specific issues.

Operational

1. To be responsible for general operational and facilities matters, whilst working with commercial colleagues
2. Assist the management team in preparing contracts with external bodies
3. Address information and data requests from the university
4. Co-ordinate the reporting of accidents and incidents and action thereon
5. Develop and maintain internal quality standards in line with relevant policies and procedures
6. Be responsible for the co-ordination of the policy and procedure library, its review and maintenance and assist in drafting of policies.

Human Resources

1. Provide administrative support to new starters (IT accounts; Zonal; ID cards, laptop, any keys, staff number) and to ensure leavers have returned equipment satisfactorily.
2. Oversee access to relevant systems; maintain records and reports
3. Assist University staff in the provision of IT equipment and ensure adequate tagging and recording of assets.
4. Maintenance of records for staff HR issues and act as necessary with external HR consultants