Trainee Operations Administrator

This is an entry-level diverse role which has a focus on ICT and data, but also encompasses compliance, facilities, health and safety and marketing, working in a fast-paced recruitment environment. A great opportunity for someone with a keen interest in technology, data, and process improvement to learn and develop on the job. You’ll gain hands-on experience supporting ICT systems, data protection compliance, and general operational processes. You’ll play a pivotal role in keeping our processes, systems and equipment running smoothly, while ensuring records remain accurate and up to date to support efficient business operations.

Key Results

• Manage and support the development of internal ICT onboarding and offboarding processes to ensure business compliance, operational efficiency and support automation.
• Accurately administer our CRM, VOIP and other software systems, and assist with documentation and record-keeping related to GDPR, data protection, information security, ISO, training, asset, licence registers and health and safety.
• Ensure all computer, workstation, telephony, office printer/copier and ID machine set ups are properly resourced, provisioned and maintained.
• Collaborate with our ICT managed service provider (MSP) to ensure the timely resolution of day-to-day ICT issues.
• Readily support business operations across facilities, health and safety and marketing as required.

What you’ll receive

• Our commitment to your ongoing personal and professional career development.
• Supportive colleagues, mentors and managers working collectively in a social office environment.
• Health Care Plan to support your health and wellbeing, giving you cash back for dental, optical, physiotherapy treatments, 247 access to GP services and more.
• Access discounted gym membership and Perks Discounts e.g., discounted cinema tickets, mobile phones, apple products and more.
• Cycle to Work Scheme.

Who you will be working for

Globe Locums is the UK’s number one Allied Healthcare Agency and leading supplier to the NHS for temporary staff and talent solutions. Established in 2011 by one clinician and one recruiter, the company has achieved rapid growth, and approved Framework supplier status with NHS Workforce Alliance and Health Trust Europe. We are ISO 9001, ISO 27001 accredited and have received successful accolades such as the Sunday Times Virgin Fast Track 100 and in 2019 awarded by London Stock Exchange as one of 1000 Companies to Inspire Britain. Through our services, we are committed to improving health for all. We highly value collaboration, growth mindsets and working together with focus and drive to support our customers and fulfil their current and future needs for growth.

Key Responsibilities

• ICT
  • Ensure relevant hardware, software and permissions provisioned for new starters.
  • Set up workstations for new staff and/or new desks ensuring DSE and H&S compliance.
  • Support staff with ICT and operational queries to resolution.
  • Collaborate with our MSPs, and relevant stakeholders to support timely resolution of issues, process improvements, efficiencies and business continuity.
  • Ensure all leaver offboarding processes adhered to and documented.
  • Accurately maintain the asset register and retire assets and electronic equipment in line with GDPR and WEEE regulations.
  • Support with management of company mobile phones and SIMs.
• Cloud and Software Systems
  • Ongoing accurate management of user profiles, access and permissions for our CRM Eclipse, VOIP Cloud Call and other software systems as applicable.
  • Support with the creation of learning resources to train staff on systems as required.
• Information Security and Data Protection
  • Assist with managing the GDPR mailbox, Infosec Register, Privacy Notices and relevant administration to ensure compliance with data protection regulations.
  • Support and promote ICT security awareness and best practice.
  • Collate timely evidence as requested for ISO 27001 Information Security and Cyber Security accreditations to mitigate risk and maintain award compliance and renewal.
  • Maintain an up-to-date record of third-party suppliers, evaluation assessments, and contract agreements.
  • Maintain and update the ISO Staff Register and Offshore User Register.
• Facilities and Health & Safety
  • Support a safe and tidy office workplace and timely disposal/recycling of broken or retired items.
  • Assist with orders for stationary, franking/postage, office consumables and supplies as required.
  • Undertake user Display Screen Equipment (DSE) risk assessments and required remedial action.
• Marketing Support
  • Maintain and up to date the register and renewals of website domains.
  • Purchase awards and gifts as required.
  • Manage ordering of marketing collateral e.g. exhibition banners, uniforms, polo shirts as required.

This job description is only a summary of the typical functions of the job, not an exhaustive list of all possible responsibilities, tasks, and duties.

Skills, experience, qualifications required

• Interest in technology, data, and process improvement.
• Strong administrative skills, accuracy and attention to detail.
• Comfortable learning new software and systems.
• Logical and process-oriented mindset.
• Resilient, positive, proactive, and adaptable approach.
• Excellent time management, prioritisation and teamwork skills.
• Strong communication and interpersonal skills.
• Confident user of ICT Systems, Microsoft Outlook, Word, and Excel.