At a Glance
- Tasks: Provide top-notch admin support and ensure smooth office operations.
- Company: Join a vibrant community focused on excellence and inclusivity.
- Benefits: Full-time hours, competitive pay, and a supportive work environment.
- Other info: Opportunities for growth and development in a fast-paced setting.
- Why this job: Be the first point of contact and make a real impact in a dynamic team.
- Qualifications: Strong communication skills and a knack for organisation are essential.
The predicted salary is between 25272 - 30000 £ per year.
Hours: Monday to Friday, 08:30–16:30 (40 hours per week) Contract: Full Time Location: On-site
Role Purpose
The Operations administrator serves as a professional and welcoming first point of contact for visitors, clients, and colleagues, providing excellent customer service and comprehensive administrative support. The role encompasses onboarding and offboarding processes, coordination of meetings and events, basic ICT support, and the smooth day-to-day management of office facilities. The post holder will collaborate closely with the Operations Manager and the Ops team to ensure efficient processes and consistent support for the local office and the wider Reply workforce.
First Response Group is committed to encouraging equality, diversity and inclusion across our workforce and eliminating unlawful discrimination. We are a Living Wage Foundation Recognised Service Provider, accredited to the Inclusive Employers Standard, a Disability Confident Committed employer and a signatory of the Armed Forces Covenant.
About the Role
Key Responsibilities
- Producing, managing, and maintaining staff rosters using the Timegate rostering system, ensuring adequate staffing levels and effective resource allocation.
- Supporting the end-to-end recruitment process, including advertising vacancies, arranging interviews, issuing offer documentation, and processing new starters.
- Liaising closely with HR and the Screening & Vetting team to ensure all employees meet compliance requirements and are fully screened prior to deployment.
- Managing and monitoring operational jobs through workflow management systems, ensuring timely completion and accurate record keeping.
- Preparing, reviewing, and issuing client reports, ensuring accuracy, quality, and compliance with agreed service level agreements.
- Maintaining, updating, and auditing operational databases, administrative systems, and employee records to ensure data integrity.
- Providing comprehensive administrative support to the Operations team, assisting with daily business activities and operational requirements.
- Acting as a key point of contact for clients, handling communications professionally and responding promptly to operational queries and requests.
- Coordinating day-to-day operational activities, supporting managers and teams to ensure the smooth delivery of services.
- Monitoring workforce attendance, processing absences, annual leave requests, and shift amendments in line with company procedures.
- Assisting with the preparation of management information, operational reports, and performance data to support decision-making.
- Ensuring compliance with company policies, industry regulations, and client-specific requirements at all times.
- Building and maintaining positive working relationships with clients, employees, and internal departments to support operational efficiency and service excellence.
- Identifying opportunities for process improvement and contributing to the continuous development of operational and administrative procedures.
Requirements
Skills & Experience
Essential:
- Excellent communicator with strong customer service skills
- Strong organisational and administrative skills
- Confidence in basic ICT troubleshooting and supporting workplace technology
- Confident using Microsoft Teams and Microsoft 365 applications; willingness to learn additional software as required
- Ability to manage enquiries across multiple companies and priorities
- Professional, approachable, and confident manner
- Ability to work independently and collaboratively with colleagues, including the Operations Manager and Ops team
Desirable:
- Previous experience in reception, administration, customer service, facilities, or events
- Experience supporting onboarding and offboarding processes
- First aid and Fire Marshal trained
- A good understanding of relevant HSE legislation to support a safe working environment.
Personal Attributes
- Customer-focused with a proactive, can-do attitude
- Flexible, reliable, and adaptable
- Strong attention to detail and problem-solving skills
- Comfortable working in a fast-paced, multi-company environment
- Collaborative and able to work effectively with the Operations Manager and wider Ops team
Operations Administrator in Aberdeen employer: First Response Group
First Response Group is an excellent employer, offering a dynamic work culture that fosters innovation and collaboration in the heart of Leeds. Employees benefit from competitive salaries, annual bonuses, and ample opportunities for professional growth within the thriving construction and infrastructure sectors. Join us to be part of a team that values your contributions and supports your career aspirations in a vibrant city known for its rich history and modern amenities.
StudySmarter Expert Advice🤫
We think this is how you could land Operations Administrator in Aberdeen
✨Get to Know the Company Culture
Before jumping into applications, it’s super helpful to understand the vibe at First Response Group. Check out their social media, read reviews on sites like Glassdoor, and see how they engage with customers. It'll give you clues on their values and help tailor your conversation during interviews.
✨Join Customer Support Communities
Dive into online communities like those on Reddit or LinkedIn where customer support pros hang out. Participating in discussions or asking questions can make you more visible to potential recruiters and help you learn about job openings at companies like First Response Group before they even post them.
✨Attend Job Fairs or Networking Events
Look out for local job fairs or events specifically for customer support roles. This is your chance to meet hiring managers face-to-face, and you might even get the opportunity to interview on the spot!
✨Show Off Your Skills with Customer Interactions
In the customer support world, showcasing your communication skills is key. Consider creating a short video introducing yourself or even doing a mock call to showcase your abilities. It's a memorable way to stand out, especially if you can share this during your interview process!
We think you need these skills to ace Operations Administrator in Aberdeen
Some tips for your application 🫡
Show Off Your Communication Skills:In customer support, clear communication is key. Make sure your CV highlights any experience you've had in customer-facing roles and your ability to resolve issues. Don't shy away from including specific examples of how you've gone above and beyond to help customers – this really shows your potential in the role.
Tailor Your Cover Letter to First Response Group:Your cover letter is your chance to shine! Tell us why you want to work at First Response Group specifically. Mention any unique aspects of our company that resonate with you and how your skills can enhance our customer support. This personal touch will set your application apart from the rest!
Highlight Any Relevant Tools or Tech Skills:If you've used customer support software like Zendesk or Freshdesk or have experience with CRM systems, make sure to mention these in your application. Being familiar with industry-standard tools can be a big plus for us when we’re reviewing applications, as it shows you can hit the ground running!
Demonstrate Your Problem-Solving Skills:Customer support roles often require a knack for problem-solving. In your application, share examples of past experiences where you've tackled tough situations or resolved conflicts effectively. This will give us a good sense of how you handle challenges—an essential skill for success at First Response Group!
How to prepare for a job interview at First Response Group
✨Show Off Your People Skills
In customer support, it's all about communicating effectively. Prepare to share instances from your past experiences where you handled difficult customers or resolved conflicts. We want to hear how you empathised and found the best solutions, so think of specific examples to back up your stories!
✨Know the Tools of the Trade
Familiarise yourself with common customer support tools like Zendesk or Freshdesk, and make sure to review how you’ve used any similar systems in the past. During the interview, being able to discuss your hands-on experience with software or ticketing systems can really set you apart from the competition, so don’t skip this prep!
✨Show Genuine Enthusiasm
As this is a full-time role, employers want someone who isn’t just looking for any job, but wants to grow within customer support. Make sure to express your enthusiasm for helping customers and your desire to develop your skills. Show them why you're passionate about this field!
✨Practice Common Scenarios
Be prepared for role-playing scenarios where you might have to reassess a solution with a frustrated customer or explain a complex process in simple terms. Practising these common scenarios can help us feel more confident and demonstrate our practical skills effectively during the interview.
