Job Description

Operations Assistant 

Salary: in range £25,285 - £33,348 pa

Working pattern: Full-time (35 hour week), Permanent

Pension: USS

Annual leave: 25 days plus bank holidays 

Location: Hybrid working- Based in central London (Euston), with occasional UK-wide travel and flexible working options

Reports to: Director of Operations and Membership

Application Process

To apply please send a CV and covering letter to Angellique Woolery, Director of Operations and Membership by Tuesday 20th August 2024.

Draft timeline: 

Closing date for applications - Tuesday 20th August 2024

Review of applications - ongoing

Invite to interview - from Tuesday 27th August 2024

Interviews will be held virtually and will include a pre-set task. 

Please note we are unable to provide visa sponsorship for employment.

We reserve the right to close this job listing early if a suitable applicant is appointed. 

GuildHE is an equal opportunities employer and welcomes and encourages applications from underrepresented groups.

Purpose

To support the efficient day-to-day functions of the organisation, including supporting the Director of Operations and Membership, and the wider GuildHE team to achieve organisation-wide objectives. This role is crucial to supporting effective communication within the organisation for effective management of our membership offer. 

Key responsibilities 

Supporting internal operations

1. CEO diary and travel management.

2. Scheduling meetings and team sessions as required.

3. Working with the Director of Operations and Membership to maintain financial records.

4. Managing all emails/enquiries to info and finance inboxes and delegating actions to team members where appropriate.

5. Create invoices, including annual GuildHE, GuildHE Research and UKADIA membership subscription invoices, raise PO’s, and add bills received in finance inbox for approval by the Director of Operations and Membership.

6. Providing administrative support for office management as required. 

7. Assisting with the recruitment and onboarding process.

8. Administrative support to a small and highly professional team at GuildHE as required

Membership

1. Supporting the Senior Membership and Events Officer with GuildHE network and Conference events throughout the year, including GuildHE Research and UKADIA activities.

2. Providing excellent customer service and maintaining positive working relationships. 

3. Booking travel for team members and Executive Board members where required.

4. Assisting the Senior Communications Officer with GuildHE communications where appropriate, including website management, email distribution and social media posting. 

Other duties:

1. To adhere to GuildHE’s policies and procedures. 

2. Undertake any other reasonable duties as may be required.

Person Specification

The successful candidate will have had some experience in diary management, administration and events support. In addition, we are looking for the following:

Core attributes

• Self-motivated and well-organised with a high level of personal and professional skills 

• Able to work to deadlines

• Ability to plan and prioritise

• Willingness to work flexibly, when and where necessary

• An excellent team player who enjoys being part of a small team and is able to work to their own initiative. 

Core Skills 

• Good verbal and written skills

• Ability to relate to a wide range of people including senior stakeholders in institutions

• Great organisational skills and attention to detail.

Ideal experience 

• Knowledge and understanding of the higher education sector

• Experience of events planning and delivery

• Experience of diary management

• Experience of managing financial records

Experience of using software packages - MS Office, G Suite, Wordpress, Mailchimp and Xero.