Quirky Digital
Operations & Team Assistant
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The Role
Quirky Digital is growing fast, and this Operations & Team Assistant role has been created to help keep the agency running smoothly as we scale. It supports the day-to-day operational work that keeps people, process, and data on track - the stuff that makes everything else possible.
We're looking for someone proactive and detail-focused, who's comfortable managing multiple priorities and keeping standards high across the board.
Key Responsibilities
People & HR Operations
- Manage day-to-day people administration, including holiday, sickness, and absence records.
- Support recruitment activity, from shortlisting and interview scheduling through to candidate communications.
- Coordinate onboarding for new starters, including equipment and system access, and scheduling key milestones such as appraisals and probation reviews.
- Maintain team rotas and support employee engagement and recognition initiatives.
- Keep people-related documentation and records accurate, organised, and up to date.
Client & Data Administration
- Maintain client records and account data, ensuring information is accurate, current, and properly archived when no longer needed.
- Manage client-facing documentation and resources, keeping them organised and easy for the team to access.
- Support the wider team with data entry, data cleansing, and general information management.
Process & Project Support
- Support the rollout of new systems, processes, and ways of working across the agency.
- Maintain internal documentation, training materials, and knowledge resources.
- Support resource and capacity planning across teams.
- Assist with ad hoc projects and operational initiatives as they arise.
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Process Adoption & Quality Assurance
- Monitor how well new processes are being adopted once they've launched, rather than letting them lose momentum over time.
- Follow up on outstanding administrative tasks, such as timesheets and appraisal completion.
- Check that outputs and ways of working align with agreed process, flagging where they don't.
- Identify recurring gaps or misunderstandings in process, and coordinate refresher training where needed.
Reporting & Analysis
- Produce regular operational reports, such as timesheet summaries and resource reporting.
- Support the leadership team with data and insight to inform decision-making.
- Maintain accurate records to support ongoing performance tracking.
Scheduling & Office Administration
- Coordinate meeting scheduling across internal teams and external parties.
- Manage office supplies, equipment, and day-to-day facilities needs.
- Liaise with suppliers and service providers as required.
- Provide general administrative support to the Operations Director and wider leadership team.
Person Specification
You'll need to be:
- Highly organised, with the discipline to track lots of moving parts at once.
- Proactive, spotting things that need to be done and actioning them quickly.
- Confident chasing people for timesheets, appraisals, and outstanding actions.
- Comfortable working with data and spreadsheets.
- Trustworthy with sensitive information, including client data and people records.
- A clear, direct communicator.
It would help if you have:
- Experience in an operations, office management, or PA-style role.
- Exposure to recruitment coordination or onboarding processes.
- Familiarity with tools and client management systems such as Asana, Everhour, Google Suite, Microsoft 365 and Xero.
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Why Quirky Digital
Quirky Digital is built for ambitious brands who refuse to settle. We're a team of specialists who know how to build visibility, trust, and authority for our clients in competitive markets, delivering results that last.
We help ambitious brands build authority and dominate their markets - whatever that takes, we provide the expertise to make it happen. Based in Liverpool and Cyprus, we've spent years helping brands compete and win at both a local and international scale, across some of the toughest industries out there.
Benefits
- Competitive salary of up to £30,000, depending on experience
- Company bonus scheme, so your success grows with the business
- Personal development budget with dedicated time for courses, events, webinars and memberships
- 34 days holiday per year (25 days annual leave + 8 bank holidays + your birthday off)
- Hybrid working - our office is based in the thriving Liverpool Baltic area, but you don’t have to be here 5 days a week
- Private health insurance
- Street parking permit for the office area
- Opportunities to attend international conferences and award evenings
Job Type
- Full-time
Schedule
- 35 hours per week
- Monday to Friday, 9am - 5pm
- 1 hour lunch
Ability to commute/relocate
- Liverpool L8 5RN: reliably commute or plan to relocate before starting work
Work Location
- Hybrid remote in Liverpool L8 5RN
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