Desirable

• Practical GDPR/data protection or compliance administration experience.
• Experience coordinating SARs/data subject requests.
• Payroll administration experience.
• Recruitment/onboarding experience.
• Health & Safety/DSE administration experience.
• Experience with HiBob or another HRIS.
• Experience preparing operational reports/metrics or supporting timesheets.
• Experience writing briefs/requirements for Product or technical teams.

*Because of the confidential nature of the role, the successful candidate must have a private room at home that provides an appropriate environment for confidential calls and work.

**You must live within approximately 30 minutes’ travelling distance of Portsmouth and be willing and able to attend in-person meetings or activities as and when needed.

Responsibilities

Provide trusted day-to-day support to the Chief Operating & People Officer as their right-hand person.

• Act as a shield for incoming queries and requests, dealing with them yourself where appropriate, redirecting them to the right person or escalating those that genuinely require the Chief Operating & People Officer’s attention.
• Act as their trusted holiday buddy, helping to keep appropriate activities moving when they are away and making sure anything requiring their attention is captured for their return.
• Coordinate recruitment administration, including arranging interviews and liaising with candidates, recruitment partners and hiring managers.
• Coordinate onboarding for new joiners, ensuring the right documentation, information, equipment and activities are organised and completed.
• Support monthly payroll administration, including collating and maintaining relevant information and records.
• Support with timesheet administration where required, including checking information, identifying gaps and following up outstanding submissions or queries.
• Coordinate mandatory annual training and DSE assessments, keeping accurate records and chasing anything outstanding.
• Purchase laptops and other employee equipment, coordinate delivery and returns, maintain appropriate records and ensure equipment agreements are issued, signed and stored.
• Own our virtual HQ newsletter, coordinating content and ensuring it is published consistently.
• Maintain our virtual noticeboard, including publishing birthday, work anniversary and other team celebrations on behalf of the Chief Operating & People Officer.
• Provide hands-on data protection administration, working with the Chief Operating & People Officer and our external DPO.
• Coordinate Subject Access Requests and other data subject rights requests, gathering information, tracking deadlines and coordinating actions with the DPO and relevant colleagues.
• Maintain People, data protection and compliance records, trackers, documentation and recurring deadlines, and follow up outstanding actions.
• Support the Chief Operating & People Officer with end-of-month metrics and reporting for the Service and Member Operations Teams, including collating, checking and preparing relevant information.
• Provide administrative support with daily Service and Member Operations reporting as required, helping to ensure information is accurate, complete and available when needed.
• Help turn operational requirements into clear and structured briefs for our Product Team when changes to Viewber’s internal systems are required to support the Service and Member Operations Teams. This may include gathering information from relevant colleagues, documenting the issue or requirement, explaining what is needed and providing sufficient context for the Product Team to assess and progress the request.
• Follow up outstanding Product requests and actions where appropriate, helping to keep communication and actions moving between the Product Team and Service and Member Operations Teams.
• Undertake accurate manual data entry and transfer information between systems where required, checking information carefully for completeness and accuracy.
• Work with one of the Co-Founders to virtually check incoming physical post and make sure anything requiring action reaches the right person.
• Arrange external meeting rooms and other occasional practical requirements.
• Keep track of recurring activities, deadlines and outstanding actions, proactively chasing and following things up without needing continual reminders.
• Identify sensible opportunities to make recurring administration simpler, clearer or more reliable.
• Pick up the other practical administrative jobs that inevitably arise and need someone dependable to own them.
• Above all: notice what needs doing, take ownership and follow it through.

Please note: these responsibilities may evolve in line with business needs.

There is room for this role to grow. For the right person, and where there is mutual interest, there may be an opportunity over time to develop greater ownership of areas such as data protection and Health & Safety. This isn't a requirement on day one, and you don't need to be a specialist in either area when you join us. We're much more interested initially in finding an exceptional right-hand person who is organised, curious, dependable and gets things done.

Job benefits to be discussed with Workshop Recruitment.