People & Operations Administrator

Desirable

• Experience in office management, HR or people operations.
• Experience supporting hybrid or remote teams.
• Knowledge of employment law and HR best practice.
• Experience using HR systems (HRIS).
• Supplier, procurement and contract management experience.
• Experience organising events and wellbeing initiatives.
• Experience leading workplace change projects.
• Budget management experience.
• Internal communications and content creation experience.
• Knowledge of health and safety compliance.
• Relevant qualification in Business Administration, HR or Office Management.
• Advanced Excel and/or Power BI skills.
• Experience in charity, public sector or social impact organisations.
• Continuous improvement and process development experience.

Key Responsibilities

Office Management

• Act as the primary point of contact for office facilities and liaise with building management and community teams.
• Respond to and coordinate resolution of staff queries relating to office facilities, equipment and workplace resources.
• Ensure staff have access to relevant office systems, applications and workplace resources.
• Procure office and home-working equipment as required.
• Coordinate travel and accommodation arrangements for employees attending meetings, events and client visits.
• Organise catering arrangements for internal meetings and events.
• Support contract-related administration and supplier communications.
• Manage office equipment agreements and supplier relationships, including printer and facilities contracts.
• Lead office relocation research and planning activities when required.
• Provide general day-to-day operational support and act as a central point of contact for staff queries.
• Coordinate communications with external suppliers and event providers.
• Support organisational communications, including social media and LinkedIn activity.
• Produce and distribute internal staff newsletters, gathering contributions and updates from across the organisation.

Health and Safety

• Coordinate periodic home-working health and safety assessments.
• Maintain office health and safety resources, including first aid supplies and documentation.
• Arrange and coordinate Portable Appliance Testing (PAT) and other workplace safety requirements.
• Ensure health and safety procedures are maintained and communicated appropriately.

HR Administration

• Support the Operations Department with the administration and maintenance of employee records.
• Maintain HR documentation, including employee records, policies and personnel information.
• Assist with the onboarding and offboarding process, ensuring records and systems are updated.
• Produce regular workforce and operational reports to support decision-making and planning.
• Support the monitoring and recording of staff absence, annual leave and other employee data.
• Ensure compliance with data protection requirements when handling employee information.
• Provide admin support for HR processes, employee communications and organisational initiatives.

Supplier Management

• Build and maintain effective relationships with suppliers, contractors and service providers.
• Coordinate supplier onboarding processes and documentation.
• Liaise with vendors regarding invoicing, payments and service delivery.
• Manage supplier communications relating to office operations, equipment, events and facilities.
• Monitor supplier performance and escalate issues where necessary.
• Support the review and renewal of supplier contracts and agreements.

Staff Welfare and Socials

• Coordinate monthly staff welfare meetings and support the development of employee wellbeing initiatives.
• Organise and deliver company social events throughout the year.
• Research, cost and propose new staff engagement and social activities.
• Manage event bookings, payments, supplier arrangements and logistics.
• Act as the main organisational contact during staff events to ensure smooth delivery and positive staff experience.
• Communicate event details and updates to staff in a timely and engaging manner.
• Develop and monitor the annual staff welfare budget.
• Produce regular expenditure reports to track welfare and social spending.
• Manage employee wellbeing subscriptions and benefits schemes.
• Coordinate annual reviews and renewals of staff benefits programmes, including Perkbox.
• Administer eye care voucher requests and other employee wellbeing support initiatives.

Ad Hoc Responsibilities

• Provide flexible administrative and operational support across all departments as required.
• Assist with internal projects, events and organisational initiatives.
• Support the implementation and improvement of operational systems and processes.
• Undertake additional duties commensurate with the level and responsibilities of the role.
• Contribute to creating a positive, collaborative and inclusive workplace culture.
• Act as a trusted point of contact for colleagues, directing enquiries and resolving issues wherever possible.

Role Benefits

The successful candidate will be entitled to the following benefits:

• 25 days annual leave per year on top of bank and discretionary Substance holidays. This rises by one day annually to a maximum of 30 days.
• Continual professional development support and opportunities to progress and develop.
• You will primarily be working from home with options to work from Manchester city centre office.
• Perkbox (employee benefits platform).
• Contributory pension scheme.
• Salary Sacrifice scheme including cycle to work bike loans, childcare vouchers and other key lifestyle benefits.
• Eye care vouchers to cover eye tests and VDU glasses discounts.
• Death in Service payment to nominated trustee.
• Free health service as part of an income protection scheme (available after 3 years’ service).
• Regular company social events.