Operations Support Administrator

The Operational Support Assistant will provide high-quality administrative and operational support to ensure the effective and consistent delivery of services across the business. The role requires a proactive individual with strong attention to detail, excellent communication skills, and the ability to work collaboratively with internal teams, external stakeholders, and clients. The successful candidate will be responsible for managing various clerical and organizational tasks, maintaining accurate records, and supporting communication across departments. This position offers an excellent opportunity for individuals with office experience and exceptional organizational skills to contribute to operational efficiency and overall business success.

Hours: Monday - Friday 37.5 hours per week.

Key Responsibilities:

• Deliver high levels of customer service across all areas of operational support.
• Ensure service delivery meets agreed Service Level Agreements (SLAs) in terms of consistency and responsiveness.
• Support a welcoming, safe, and tidy office environment that enables effective collaboration.
• Accurately maintain and update operational data across relevant systems and platforms (e.g., Templa).
• Monitor and manage shared operational support inboxes, responding within agreed timeframes.
• Provide first-line support for system-related queries and liaise with external helpdesks as necessary.
• Set up and manage the Health & Safety Control Centre for the business.
• Log Health & Safety concerns and ensure appropriate escalation to managers.
• Support compliance with company Health & Safety policies, including coordination of training, documentation, and risk assessments.
• Handle incoming phone calls with professionalism, demonstrating excellent phone etiquette and customer service skills.
• Manage and coordinate administrative tasks, including data entry, filing, and document management, to support daily operations.
• Support organizational projects by scheduling meetings, preparing agendas, and documenting minutes.
• Ensure confidentiality of sensitive information while adhering to company policies.
• Maintain up-to-date records for PAT testing, equipment, and accredited systems.
• Administer Quality Audit processes and ensure related documentation is current and accurate.
• Manage the control and setup of client portals to ensure consistency and professionalism.
• Coordinate monthly team communications, including Team Box Talks, in collaboration with the Organisational Development team.
• Produce reports and statistical information for senior managers and external stakeholders as required.

At Glen Group, we are committed to creating a supportive and respectful working environment. As an Operational Support Assistant, you are expected to:

• Make a Positive Difference: Approach tasks with enthusiasm, show care for colleagues and clients, and contribute positively to the wider business.
• Value Each Other: Support your teammates, show empathy and understanding, and be mindful of the work-life balance of others.
• Show Respect and Integrity: Treat everyone fairly, maintain confidentiality, and act with honesty and professionalism in all interactions.

Experience:

• Prior office experience demonstrating proficiency in administrative support functions is desirable.
• Strong computer skills with expertise in Microsoft Office applications (Word, Excel, PowerPoint) and Google Workspace tools (Gmail, Docs, Sheets).
• Experience with data entry tasks requiring accuracy and attention to detail.
• Excellent organizational skills with the ability to prioritize tasks effectively.
• Demonstrated ability to communicate professionally via phone and email.
• Previous clerical or administrative experience that showcases reliability and efficiency.
• Experience within a compliance or ISO-accredited business.
• Understanding of Health & Safety administration.
• Familiarity with facilities management or cleaning industry operations.