Operations Manager

Location: Hybrid working: office base is at Somerset House, London: a hybrid model of in-person & virtual, with a minimum of 1 day per week in the office.

• This can be discussed at interview (*)
• Reporting to: Operations & People Lead
• Other
• Annual leave is 25 days per year (pro rata) and standard bank holidays. JB also offers additional days over the Christmas break (exact days are agreed annually).
• Cultural entitlement of £250 per annum (pro rata) to spend on arts/ cultural events & activities.
• All employees are able to claim 1 hour a week for personal wellbeing.
• Pension scheme enrolment and 6% employer contributions (reviewed annually).

(*) Access to office space in London is always available to staff who can't or don't want to work from home.

Some travel is involved in this role.

Role Summary

We're seeking a collaborative and detail-oriented Operations Manager with 8+ years of professional experience to join our team.

Operating at a mid-level capacity, you will serve as the engine of JB's internal operations, leading daily office and facilities management, streamlining digital tech stacks, supporting recruitment and onboarding, and ensuring health & safety, GDPR, and compliance across the organisation.

Key Responsibilities

• General Administration
• Act as the first point of contact for general enquiries to JB (including coordination of speaker event invitations and updating these in the centralised CRM event pipeline): screen emails, phone calls, and post; direct and distribute these to other team members or respond directly.
• Act as the 'go to' person for general administrative queries from the team, maintaining a supportive and helpful approach at all times.
• Proactively support the development and maintenance of administrative processes and systems.
• Support with venue, travel, and accommodation arrangements for the Directors and team, and schedule meetings as needed.
• Implementing JB's own Environmental policy & action plan in relation to operations.

Working closely with the environmental champions to reflect back any learnings, make changes and iterate the policy.

• Undertake research and projects for the Operations Lead as required.
• Respond flexibly and swiftly to changing administrative priorities.
• Support budgeting and logistics for team activities (e. g., socials, team days, team meets).
• Office Management
• Ensure the office environment is comfortable, equipment is maintained, and hybrid working logistics are smoothly delivered.
• Encourage the team into the office space by creating engaging in-person socials (lunch learning, lunch crafts, after-work drinks, yoga, etc.).
• Serve as the primary point of contact for Somerset House facilities, rent renewal, and office-related issues.
• Monitor hybrid working policy compliance and implement necessary operational adjustments.
• Review and maintain compliance and communications around security and Health & Safety (H&S) at work.
• Systems Support & Technology
• Lead IT service delivery within a hybrid working environment through coordination and optimisation of internal IT, security, maintenance, and suppliers, with support from our IT provider (Pioneer).
• Monitor and maintain the operations digital technology stack, including system monitoring, integration health checks, and performance tracking.
• Maintain JB's cloud filing system, Google Enterprise suite, and intranet, including working with the team to improve the existing architecture (alongside Pioneer).
• Act as our GDPR Officer, to ensure operational compliance with UK GDPR laws and best practices.
• Maintain ongoing visibility across JB's systems to proactively identify process improvements and cross-team opportunities alongside the digital champions group.
• Oversee the existing integration of software and event technology platforms, including: Active Campaign CRM, Zapier, Gravity Forms, Freshdesk, Xero, Survey Monkey, Zoom, and Eventbrite.

Act as the first point of contact at JB for any troubleshooting.

• HR Support
• Ad-hoc support for the Operations & People Lead to administer HR software and data management using Bamboo HR.
• Support with basic HR support and signposting (e. g., annual leave queries, employee handbook guidance).
• Issue standard contracts and NDAs for freelancers and work placements.
• Support full-cycle recruitment administration (timelining, JD preparation, advertising, hiring manager liaison, referencing, offer letters, and contracts).
• Support board, contractor, and external recruitment processes.
• Deliver seamless onboarding and offboarding procedures for incoming and departing staff.

Experience And Skills

Essential

• Experience: Mid-level operations generalist background with 8+ years of experience in administration, office management, systems management or operations management.
• Office Management: Demonstrated experience managing physical office spaces (preferably within Somerset House or multi-tenant spaces) and maintaining hybrid working policies.
• Systems & Digital Stack: Strong technical literacy and experience administering digital systems, including Google Workspace, Bamboo HR, CRM tools (Active Campaign), Zapier.
• Compliance & Governance: Solid understanding of UK GDPR laws (for the right candidate we could provide training), Health & Safety compliance, and basic HR administration procedures.
• Location Presence: Based in or near London with the willingness and capability to work regularly from the Somerset House office (more than once per week).

Desirable

• Experience working within the non-profit, cultural, arts, or environmental sector.
• Experience implementing or managing organisational environmental policies.
• Hands‑on familiarity with integrations via Zapier and web form management (Gravity Forms).

Why Join Us?

At Julie’s Bicycle, you’ll join a passionate team working at the intersection of creativity and climate action.

We offer a collaborative, inclusive, and flexible working culture - where your voice will shape how the cultural sector responds to one of the greatest challenges of our time.

• juliesbicycle. org / Instagram / Threads / Linkedin / Bluesky / Facebook
• #J-18808-Ljbffr