At a Glance
- Tasks: Support daily operations, manage data, and engage with caregivers in a dynamic environment.
- Company: A mission-driven organisation focused on inclusion and support for persons with disabilities.
- Benefits: Competitive salary, professional development, and a chance to make a real difference.
- Other info: Fast-paced role with opportunities for growth and cross-departmental collaboration.
- Why this job: Join a passionate team and help create a welcoming space for clients and caregivers.
- Qualifications: 2 years of customer service experience and a diploma in business or office management.
The predicted salary is between 30000 - 42000 € per year.
The Operations & Admin Executive plays a pivotal role in supporting the day-to-day operations and administration of the organization. This includes front-line caregiver engagement, data management, inventory tracking, and cross-departmental coordination. In addition, the role provides admin support to the CEO and Director of Operations, ensuring efficient scheduling, communication, and follow-up on strategic and administrative matters.
Client Services / Operations
- Oversee the upkeep and cleanliness of the centre's front-of-house area to ensure a welcoming environment for clients, caregivers and visitors.
- Maintain Caregiver Welfare supplies and handle re-ordering or replenishment as needed to support daily operations.
- Provide first-line support for incoming afternoon phone calls and WhatsApp enquiries from caregivers (e.g. attendance matters, make-up sessions, trainer coverage).
- Attend to walk-in sales professionally and update relevant tracking files.
- Monitor incoming enquiries from contact mailbox, mainline and walk-in ensure all incoming enquiries are acknowledged and responded to promptly.
- Track, delegate, and escalate enquiries to the appropriate departments or team members for timely follow-up and resolution.
- Maintain and update the programme Attendance "Master List" to support programme and finance tracking.
- Ensure timely updates of the Update File and other documentation for audit and reporting.
- Process new enrolments, including initial intake sessions, financial assistance applications, and invoice requests.
- Manage client discharge or withdrawal processes, ensuring proper documentation, communication, and coordination with relevant programme teams.
- Coordinate and facilitate session redemptions and attendance matters, including tracking client's attendance and following up on make-up sessions for valid absences as per Service Guide.
- Support trainer coverage by working with the relevant programme team.
- Track and follow up with Caregivers on outstanding term invoices and coordinate with Finance to ensure that payment is received promptly, prior to the due date.
- Undertake any other tasks or projects as assigned by the supervisor or management team to support the smooth operation of the centre and the fulfilment of the organisation's mission. This may include cross-departmental collaboration, special projects, or any other administrative or operational duties as required.
Admin Support to Management (CEO office)
- Manage and coordinate calendars, appointments, and meetings, including internal and external engagements.
- Assist with travel arrangements, logistics, and preparation of meeting materials or presentations.
- Draft and manage email correspondence, follow-ups, and reminders on behalf of the CEO and Director of Operations.
- Provide administrative support during key events, board meetings, or special projects as assigned.
- Maintain confidentiality and discretion in all communications and documentation.
Job Requirements
- At least 2 years of related experience (Customer services)
- Diploma in related field (Business / Office Management)
- Passionate in working with persons with disabilities
- Passionate about inclusionary practice and implementation of intervention strategies
- Strong organisational, interpersonal and communication skills with service quality mindset.
- Proficient in basic IT skills (Microsoft)
- Ability to handle multiple tasks efficiently and work independently in a fast-paced environment.
- High level of professionalism, discretion and attention to detail.
Operations and Admin Executive in London employer: EXTRAORDINARY PEOPLE LIMITED
As an Operations and Admin Executive, you will thrive in a dynamic and supportive work environment that prioritises caregiver engagement and client satisfaction. Our company fosters a culture of inclusivity and professional growth, offering opportunities for skill development and cross-departmental collaboration. With a focus on maintaining a welcoming atmosphere and efficient operations, we ensure that our employees feel valued and empowered to make a meaningful impact in the lives of those we serve.
Contact Detail:
EXTRAORDINARY PEOPLE LIMITED Recruiting Team
StudySmarter Expert Advice🤫
We think this is how you could land Operations and Admin Executive in London
✨Tip Number 1
Network like a pro! Reach out to people in your industry, attend events, and connect on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and role thoroughly. Understand their mission and values, and think about how your skills align with what they need. This will help you stand out as a candidate who truly gets them.
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family to get comfortable with common questions. The more you practice, the more confident you'll feel when it’s time to shine in front of the real interviewers.
✨Tip Number 4
Don’t forget to follow up after your interview! A simple thank-you email can go a long way in showing your appreciation and keeping you top of mind. Plus, it’s a great chance to reiterate your interest in the role.
We think you need these skills to ace Operations and Admin Executive in London
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Operations and Admin Executive role. Highlight your relevant experience in customer service, administration, and any specific skills that match the job description. We want to see how you can bring value to our team!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're passionate about working with persons with disabilities and how your skills align with our mission. Keep it engaging and personal – we love to see your personality come through!
Showcase Your Organisational Skills:Since this role involves juggling multiple tasks, make sure to highlight your organisational skills in your application. Share examples of how you've managed schedules, tracked data, or coordinated projects in the past. We appreciate a candidate who can keep things running smoothly!
Apply Through Our Website:We encourage you to apply directly through our website for the best chance of getting noticed. It’s super easy, and you’ll be able to submit all your documents in one go. Plus, it shows us you’re serious about joining our team!
How to prepare for a job interview at EXTRAORDINARY PEOPLE LIMITED
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Operations and Admin Executive role. Familiarise yourself with the key responsibilities like caregiver engagement and data management. This will help you demonstrate how your skills align with what they’re looking for.
✨Showcase Your Organisational Skills
Since this role requires strong organisational abilities, prepare examples from your past experiences where you successfully managed multiple tasks or projects. Highlight how you maintained attention to detail while ensuring everything ran smoothly.
✨Prepare for Scenario Questions
Expect questions that ask how you would handle specific situations, such as managing caregiver enquiries or coordinating schedules. Think of relevant scenarios from your experience and be ready to explain your thought process and actions.
✨Demonstrate Your Passion for Inclusion
This position values a passion for working with persons with disabilities. Be prepared to discuss why this is important to you and how you’ve contributed to inclusionary practices in your previous roles. Authenticity here can really set you apart!
