Operations Administrator

Operations Administrator

Hours: Monday to Friday, 08:30–16:30 (40 hours per week)25 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 not just a workplace. It is a vibrant community where passion fuels our excellence, integrity guides our conduct, empowerment shapes our successes, and a sense of community binds us together.

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.

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.

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