Permanent, part-time — 4 days per week (30 hours)
Days to be agreed; some flexibility for evening or weekend event cover
About the Role
The Operations Officer owns the day-to-day running of Ibraaz’s office and building and the routine operations that keep the organisation working. From facilities and contractors to suppliers, purchase orders, people administration and event logistics, this is the role that makes sure things happen, reliably and to a high standard, every day. Working closely with the Head of Operations and the wider team. It’s a varied, hands-on role for someone who is organised, curious, personable and proactive; someone who enjoys variety, takes ownership and gets satisfaction from making things happen. If you’re the kind of person who notices what needs doing and has the initiative to do something about it, you’ll fit right in.
The Operations Officer owns the administration and day-to-day execution running processes from start to finish, keeping accurate records, resolving routine issues independently, and escalating to the Head of Operations where a decision, spend approval or policy question is needed.
Main Duties and Responsibilities
1. Office Management & Administration
- Act as the first point of contact for operational and office enquiries, providing a professional, welcoming service to staff, artists, partners and visitors.
- Own the day-to-day running of the office, keeping it well-presented, organised and properly resourced, and acting as the go-to person for staff operational needs.
- Monitor and restock stationery, kitchen and office supplies, placing orders as needed.
- Arrange travel and accommodation for staff, in line with the organisation’s policies and budget.
- Own the upkeep of central filing systems and key policies and procedures documentation on SharePoint, keeping them current and easy to find.
- Prepare reports, presentations and internal documentation as required.
- Maintain health & safety documentation, risk assessments and incident records, and coordinate routine health & safety checks, with the Head of Operations retaining responsibility for health & safety policy and risk.
2. Facilities & Building Administration
- Manage the day-to-day running of 93 Mortimer Street as a working building, logging, prioritising and resolving issues.
- Brief, schedule and coordinate contractors and tradespeople, ensuring work is carried out safely, on time and to standard, and that site access and inductions are arranged.
- Manage cleaning arrangements, liaising with the cleaning provider, monitoring standards and arranging additional cleans when needed.
- Manage building access and security, including keys, fobs, alarm codes, and visitor and contractor access, and liaise with security providers.
- Schedule and keep records of routine servicing and compliance checks (for example fire safety, electrical, and heating and ventilation), making sure nothing lapses.
- Escalate urgent issues, significant repairs, anything outside agreed budgets, to the Head of Operations.
- Administer day-to-day procurement, including obtaining quotes, raising purchase orders and placing orders in line with the procurement process.
- Process and reconcile operational invoices, matching them to purchase orders and submitting them for approval and payment.
- Act as the day-to-day contact for suppliers, maintaining supplier records and the preferred supplier list, and resolving routine queries and delivery issues.
- Maintain the central contracts register, tracking renewals and expiry dates and flagging them to the Head of Operations in good time, and administer renewals and changes once approved.
4. HR & People Administration
- Coordinate the new starter process from offer to first day and beyond: contract and pre-start paperwork, references and right-to-work checks, induction schedule, equipment, systems and building access, and a welcoming first week.
- Coordinate the leaver process, including exit paperwork, return of equipment and keys, removal of systems and building access, and handover arrangements, working with the Head of Operations and line managers. Coordinate role-change administration in the same way.
- Own the accuracy of staff records on BrightHR (or equivalent HR system), including sickness, annual leave and TOIL, flagging any issues to the Head of Operations.
- Coordinate recruitment administration: posting job descriptions, scheduling interviews and collecting references.
- Coordinate staff training sessions and wellbeing initiatives.
- Support compliance with GDPR and data protection requirements, including maintaining consent forms and retention schedules, and handling sensitive information with discretion.
5. Events Operations & Visitor Support
- Own the routine operational logistics for exhibitions, talks, screenings, music nights and other events, including room set-up and reset, furniture, AV and equipment, access, cleaning and security arrangements, and event-day checklists.
- Coordinate event suppliers and contractors, raising purchase orders and processing invoices in line with the procurement process.
- Work with the Duty Manager and Visitor Experience Manager to plan and deliver event set-up, forming a regular part of the event operations rota, including some evening and weekend cover.
- Provide administrative and front-of-house support during events as required.
- Act as an ambassador for Ibraaz in all interactions with staff, artists, partners and the public.
Person Specification
- Experience in an office administration, operations, facilities or coordinator role.
- Excellent organisational skills and ability to manage multiple priorities and competing deadlines.
- Clear, confident communicator with strong interpersonal skills.
- Proficient with Microsoft 365 and general administrative systems, including SharePoint.
- Experience using BrightHR or a similar HR/absence management system.
- Confidence handling sensitive and confidential information with professionalism and discretion.
- Comfortable working proactively and using initiative in a fast-paced, start-up environment.
- Commitment to hospitality, inclusion, access and public care.
- Experience in a cultural venue, charity or other public-facing organisation.
- Experience of procurement, supplier or contract administration, or building and facilities management.
- Basic understanding of HR processes such as leave tracking and recruitment admin.
- First Aid or Fire Marshal qualification (training can be provided).
- Affinity for culture and Ibraaz's mission.
- 25 days leave per annum (pro rata for 4 days).
- Enhanced family leave benefits.
- A pension scheme with 6% employer contribution.
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