Operations Officer

The Operations Officer is a pivotal role, ensuring the smooth and efficient running of the organisations operations, property management, and support services. This position combines strategic oversight, administrative support, and hands-on management, ensuring high-quality service delivery to stakeholders, team members, and service users.

Key Responsibilities

Operational Support

• Oversee the day-to-day operations of the organisation, ensuring efficiency and alignment with strategic objectives.
• Coordinate key projects, including event planning, fundraising, and partnership development.
• Coordinate administrative functions, including minute-taking, diary management, and report writing.
• Support the leadership team, including the CEO, by providing critical insights and operational updates.

Property and Maintenance Support

• Support the management of maintenance properties under Ark Resettlement Services.
• Respond promptly to tenant/service user inquiries, coordinating with contractors and maintenance teams to address issues.
• Monitor property maintenance, voids, and housing benefit statuses, reporting changes to the Head of Operations.
• Ensure all properties comply with relevant housing regulations and health and safety standards.
• Liaise with local authorities and support organisations to deliver comprehensive assistance.
• Maintain accurate records in Salesforce, including maintenance logs and service user details.
• Manage utilities and billing processes, resolving tenant inquiries and ensuring timely payments.
• Conduct regular follow-ups to maintain satisfaction and stability.

Human Resources (HR) and Compliance

• Draft and issue HR documents, including contracts, warning letters, and policy updates.
• Oversee recruitment, including shortlisting, interviews, and onboarding processes.
• Manage DBS applications, payroll attendance reporting, and uphold HR policies.

Communications, Fundraising and Reporting

• Research and support funding applications to diverse sources.
• Create detailed reports for funders and coordinate meetings with project leads to gather data.
• Monitor and evaluate project progress, providing clear insights and recommendations.
• Design and produce key organisational materials, including service user handbooks, brochures, tenancy agreements, and other content.
• Support technological development, website, Salesforce, social media platforms, monitoring engagement, and sharing updates from stakeholders.

Partnership Development and Networking

• Establish and maintain strong relationships with stakeholders, including local authorities, charities, and corporate partners.
• Represent the organisation at key events, workshops, and conferences.
• Oversee all logistics, including venue booking, stakeholder invitations, catering, and communications.

Key Skills And Competencies

• Leadership and Coordination: Proven ability to manage diverse teams and oversee complex operations.
• Communication: Excellent written and verbal communication skills, including report writing and stakeholder engagement.
• Problem-Solving: Strong analytical skills to resolve operational issues efficiently.
• Organisational Skills: Ability to prioritise tasks and manage multiple responsibilities simultaneously.
• Technical Proficiency: Proficient in Microsoft Office Suite, and good knowledge of graphic design tools.

Qualifications And Experience

• Proven experience in operations, property management, or human resources.
• Strong track record in managing events, projects, and fundraising initiatives.
• Familiarity with the voluntary sector (preferred but not essential).
• Expertise in stakeholder engagement and developing strategic partnerships.
• Commitment to promoting diversity, equity, and inclusion in all aspects of work.
• Bachelors degree or equivalent qualification.

Additional Information

• 23 days Holiday + Bank Holidays
• Extensive training
• The role requires occasional evening or weekend work to attend events or manage urgent issues.