Closing date: 30-Oct-2020
Design Council’s purpose is to create a world where design, as a force for change, makes lives better for all.
We are an independent charity and the government’s advisor on design. Our mission is to make life better by design, working with people to create better places, better products and better processes, all of which lead to better performance.
We are ambitious, agile and not afraid to take risks.
How does this role fit in with the bigger picture?
Reporting to the Head of Operations this varied and interesting role works across the organisation by supporting the delivery of our key internal services. This role provides support with, for example, our sales pipeline and our Customer Relationship Management system, our intranet and its interface with our Content Management Systems and ensuring that our office facilities all function smoothly. Design Council works digitally and virtually, but we also maintain an office for staff to use as required. Overall, this role is an essential support role which enables all our staff to excel in their work so we can deliver the very best results.
Internally, the Design Council is organised around three areas of work. There is a team for the delivery of all our client work (including Government and various public bodies). There is a team responsible for Policy, Impact & Communications which provides analysis of the difference we are making, advice to Government on policy and communications to market our services and influence the design sectors. There is a Corporate Services team providing all the support services needed.
Within Corporate Services there is the Chief Executive’s Office, finance, HR, IT, quality and facilities. The Chief’s Executive office manages Governance and provides support with the processes for the annual strategy reviews and business planning sessions. The individual corporate services functions are provided by a mixture of in-house and outsourced solutions, with this role key to ensuring the service is delivered to the quality standards needed and in the most efficient way.
What does the Operations Assistant do?
Support internal initiatives and projects with preparation and training
Support the implementation of changes by drafting and formatting guidance notes, training material and processes
Adhere and champion quality standards to the organisation
Lead on the maintenance and ongoing development of our Intranet
Administer PO’s and invoices ensuring correct approval in a timely manner
Respond to incoming emails and phone calls in a professional and timely manner ensuring anyone contacting Design Council has a positive experience
Adhoc administration tasks for example: opening, scanning and distributing post and arranging couriers
Support the Corporate Services functions
Working flexibly with the Head of Operations to support colleagues across Corporate Service as needed for example by supporting:HR during recruitment drives with issuing paperwork, liaising with applicants and producing interview packs for panels
IT with data migrations, testing new developments in beta systems, data cleansing and consolidation or gathering feedback from staff
Supporting client delivery
Administer the Client Relationship Management system and resource tools, generating ad hoc and regular reports as required ensuring all data is accurate, complete and meets quality standards
Maintain and administer data using excel
Track actions taken to ensure we retain our existing quality standards and support the programme of work to add additional quality kitemarks.
Ensuring the office runs smoothly
Ensure that the office equipment is fully functioning, all materials required are fully stocked and staff have all the essentials they need for their work
Maintain the high quality office environment on a day to day basis
Proactively work with colleagues, receive ideas from them how we can all work better and then quickly and effectively implementing agreed actions
Liaise with serviced office provider raising and dealing with issues as they arise
Support colleagues working remotely.
Ensure you comply with the Design Council operational policies and procedures including but not limited to financial regulations, risk management, GDPR, project management and evaluation, information security, brand guidelines, health and safety and confidentiality.
Does this sound like you?
Skills and Qualifications
A degree qualification in a relevant field (or similar demonstrable experience in a similar operations role)
Demonstrable IT skills
Demonstrable office or facilities management skills
Demonstrable administration skills
Demonstrable team working and communication skills
Excellent communication skills – verbal and written
Additional qualifications in IT, office management, communications or other Corporate Service areas an advantage
Skills from working in a sales environment, or supporting client facing staff, an advantage.
Proficient in using MS office, including Word, Excel, Outlook, Teams and PowerPoint
High level of computer literacy
Proven record of success administering IT systems or technology
Excellent knowledge of office equipment
Excellent knowledge of procurement systems
Demonstrable successful working experience in a corporate service area
Proven record of success working in team environment
Proven record of success maintaining a high quality office environment
Proven record of success meeting set quality standards
Knowledge of contract management.
High level of personal quality standards
Resourceful and authentic hands on approach to work
Excellent personal organisation and interpersonal co-ordination skills
Ability to work collaboratively
Ability to work under pressure and to meet demanding deadlines
Ability to remain calm, responsive and flexible in times of change
Confident in dealing with people from all levels
Tactful, discreet and diplomatic
Detail oriented and focused
Appetite and aptitude to learn
Positive and flexible team player.
Equality Diversity and Inclusion
Design Council is committed to providing equal opportunities for all. Applications are welcomed from all sections of the community. Appointments are made on merit.