Operations Executive

Don't miss this great opportunity to join the dynamic and friendly team at Big Change. As Operations Executive you will support the Head of Operations to ensure seamless governance, meticulous finance management, and impactful project coordination. If you are super organised, love co-ordination, communication, and you have a keen eye for detail, this could be the job for you.

In this pivotal role, you will:

• Oversee key operational responsibilities and facilitate effective communication both internally and with our external partners.
• Play a crucial role in making sure the team operations run smoothly and efficiently.
• Handle finance and data with meticulous attention to detail, manage schedules, procure equipment, and ensure compliance with governance and legal standards.

This position offers a fantastic learning and development opportunity, ensuring you gain hands-on experience by being involved in key initiatives across the team. You will enjoy the chance to increase your skills and knowledge in a supportive and collaborative environment, working across exciting projects, and making a meaningful impact on Big Change success.

Accountabilities

Administrative and Event Support:

• Coordinate team purchases to ensure necessary resources are available.

• Manage receipt and bank card transactions to maintain financial accuracy.

• Team scheduling, including managing rooms and meeting calendars, to optimise team coordination.

• Team travel management to coordinate logistics and support organisational activities.

• Equipment assessment and procurement to maintain and upgrade necessary tools and infrastructure.

• Support the People Manager with coordination and organisation of Team Reset Days

Data and CRM Management:

• Update and maintain Customer Relationship Management (CRM) system to ensure accurate and up-to-date information.

• Manage payment platforms to facilitate smooth financial operations.

• Managing external inboxes to ensure timely communication and response.

• Support the Head of Operations in the delivery of CRM training to the team

Legal and Compliance Support:

• Initiate legal cases via the pro bono platform, aligning with Big Change legal requirements.

• Support the annual audit process to ensure compliance and accuracy in financial reporting.

• Support the Head of Operations to ensure high standards of data security and GDPR compliance, including training and development. Act as a DPO for the organisation.

IT and Workspace Management:

• Serve as a primary contact for IT and other workspace-related issues, ensuring a functional and efficient work environment.

• Act as the office liaison with our hosts, Virgin Management Limited, to maintain a smooth operational relationship and ensure compliance with host policies.

Financial Operations (supporting the Finance Manager):

• Support accounts receivable and payable to ensure timely processing of transactions.

• Managing some donation processing to support organisational funding needs.

• Team expenses management to ensure accurate tracking and reimbursement.

• Manage accounts and subscriptions to ensure continuous service and budget alignment.

• Monitor and manage some core budget areas.

General Support:

• Support onboarding and offboarding of Big Change team members. 

• Handle tasks arising from strategic objectives as directed by the line manager.

• Prepare ad-hoc research pieces around operational systems and processes.

• Provide support for additional ad hoc tasks that enhance the team's functionality.

Skills / capabilities:

• Organisation: coordinating meetings.

• Administration: proficient in handling administrative duties.

• Communication: liaising with team members, external partners, and other stakeholders.

• Problem-Solving: identify problems quickly and develop effective solutions, particularly when managing logistical or operational challenges.

• Technological: competent using office software, CRM system, and the ability to manage digital records and communications tools.

• Financial: manage financial records, understand budgeting, and handle accounts payable/receivable efficiently.

• Adaptable and Flexible: able to adjust to changing priorities and manage multiple tasks in a dynamic work environment.

Qualifications / experience

• Project Management: experience in coordinating team logistics and events,  purchases, and scheduling, as well as managing equipment procurement.

• Proficiency with CRM and Office Technology: demonstratable ability to utilise CRM systems and proficiency with office technology for data management and operational efficiency.

• Some understanding of Legal and Audit Processes: knowledge of legal compliance and familiarity with audit processes to ensure organisational adherence to regulations.

• Experience in Financial Operations: proven track record of managing financial transactions, including accounts receivable and payable, donation processing, and team expense tracking.

• Understanding of data protection legislation.

About Us
At Big Change we are unashamedly hopeful for a future in which all young people can thrive, in life not just exams. We believe in the power and potential of people - individually and collectively - to create deep and lasting change. We keep our sights on the horizon and bring together people with ideas, energy and wisdom who can show the way there.  
We are on a mission to:

• Show a new way is possible - We find and back leaders with bold ideas and projects that positively impact thousands of young people. 
• Create change with, not to, young people - We listen to young people, support them and their ideas, and ensure their needs are at the centre of every project we back. 
• Learn with others and shift mindsets - We bring together and learn with diverse experts and leaders who are working to transform education and learning, to inform our work and champion change together.

Big Change Benefits:

• £1000 Learning and Development Allowance
• Cycle to Work and Season Ticket Loan schemes
• Flexible working
• Pension scheme with up to 5% matched by Big Change
• Monthly phone allowance
• Unlimited annual leave policy 
• Volunteer days