Operations Assistant

New Wine Trust London, England, United Kingdom

26,000

Description of Job

The Operations Assistant provides the coordination, administration and organisational support that enables New Wine's Operations Team to flourish.

Working closely with the Head of Operations, this role supports the smooth running of the charity by coordinating recruitment administration, governance processes, office operations, compliance records, events and organisational systems.

This is an exciting opportunity for someone at the beginning of their career who enjoys organising people and projects, improving processes and making things happen behind the scenes. You'll gain experience across HR, safeguarding, governance, operational planning and charity management while helping create the infrastructure that enables local churches to change nations.

• Provide day-to-day administrative support to the Operations Team.
• Coordinate operational workflows, ensuring tasks and priorities are delivered efficiently.
• Maintain operational documentation and filing systems.
• Support the implementation of new operational processes and improvements.
• Maintain shared operational trackers and action plans.

• Coordinate recruitment administration, including arranging interviews and communicating with candidates.
• Prepare contracts, offer letters and onboarding documentation.
• Complete safer recruitment checks including references, DBS applications and Right to Work documentation.
• Coordinate new starter and leaver processes.
• Maintain accurate employee records and HR systems.
• Support staff training records and mandatory compliance tracking.

• Coordinate Board, Trustee and Committee meetings.
• Prepare meeting packs and distribute papers.
• Take minutes and maintain action logs.
• Maintain governance registers and organisational records.
• Support the annual governance calendar and policy review programme.

• Maintain New Wine's policy library, ensuring documents remain current and version controlled.
• Coordinate annual policy review schedules.
• Maintain compliance trackers for Health & Safety, GDPR, safeguarding and organisational requirements.
• Support the administration of insurance renewals and operational documentation.

• Coordinate the day-to-day running of the office.
• Manage office supplies and equipment.
• Coordinate new starter IT equipment and software access.
• Liaise with office, facilities and IT suppliers regarding day-to-day operational matters.

• Manage meeting bookings, room reservations and logistics.
• Coordinate agendas and supporting documentation.
• Maintain operational calendars.

• Support operational planning for the Summer Festival, Leadership Conference and other events.
• Coordinate logistics for staff team including catering, accommodation and travel.
• Prepare operational documentation and event packs.
• Support the Site Command Team through administrative coordination.

• Maintain organisational register
• Ensure records remain accurate, organised and up to date.

• Contribute positively to the wider Operations Team.
• Look for opportunities to improve systems and ways of working.
• Support colleagues across New Wine
• Participate in staff prayer days, team days and other gatherings.
• Model New Wine's values in all aspects of your work.

The above list of job deliverables is open and partial, and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.

• Excellent organisational skills and attention to detail.
• Able to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Confident using Microsoft 365, including Outlook, Word, Excel and Teams.
• Able to build positive working relationships across teams.
• High level of discretion when handling confidential information.
• Proactive with a willingness to learn and develop.
• Strong problem-solving skills and a positive attitude.
• Committed to the vision, values and Christian ethos of New Wine.
• Previous experience in an administrative, operational or customer-facing role.
• Experience working in a charity, church or events environment.
• Knowledge of HR administration, safeguarding or governance.
• Experience using Microsoft 365, SharePoint or CRM systems.

Full-time, including weekly…