Operations Coordinator

Organisational Overview 

Screen Share is a dynamic, diverse and fast-growing charity with a clear goal: to ensure every refugee in the UK has access to a laptop and the skills to use it to achieve their goals. We distribute dozens of devices per month and run a variety of training programmes to support those who require digital access and skills to better their situation in the UK

Role Overview 

This new, exciting role sits at the heart of our growing charity. It is central to our conversion from a small laptop redistribution charity to the leading digital inclusion service supporting refugees in the UK.

We are looking for someone to coordinate our operations - specifically within our award-winning Digital Access and more broadly at an organisational level. This includes overseeing our fulfilment solutions, ensuring devices are distributed promptly and smoothly, and getting stuck in with the packaging, postage and refurbishment process. The role also includes managing our office and supporting the CEO with our HR process. 

The post holder will be extremely dynamic, communicative and proactive. They will have strong knowledge of IT and understand that our work with vulnerable adults requires an attitude and culture of equity and safeguarding. 

Job Description 

Operations - Digital Access Programme 

• Explain our referral system to interested parties, ensure our existing referral partners are following the system and respond to queries regarding the referral system 

• Be the primary contact point for our referral partners, informing them of successful referrals, delivery information and digital paperwork. 

• Lead on the allocation of devices to specific Screen Share clients dependent on the needs identified by the Screen Share team and the nature of the IT asset 

• Facilitate the delivery of devices and accessories to service users and technical volunteers via Royal Mail, DHL and other postal and courier services, packaging up devices securely and physically taking them to the Post Office where necessary

• Manage our client and asset management database on Airtable, ensuring all the relevant data is captured accurately and in line with our technical processes and data protection policies.

• Manage Screen Share’s stock of IT Assets securely and carefully, ensuring the highest level of security and discretion

• Manage Screen Share’s stock of IT parts and packaging, ordering specific parts and  packaging where necessary while coordinating with our suppliers 

• Support with the fulfilment elements of the Digital Access programme, including improving and developing partnerships with providers of IT parts, postal and courier services and packaging equipment

• Support the Operations Assistant with IT Asset collections and deliveries

• Support the Technical Lead with laptop refurbishment, including data sanitisation, operating system installs, diagnostics, device configuration and quality assurance. 

• Ensure any e-waste we collect or create which we don’t reuse is recycled appropriately in collaboration with our recycling partner

• Assign financial value to each device and support our E-commerce function where necessary 

Operations - Organisational 

• Manage our physical office such that staff, volunteers and subtenants can do their jobs efficiently, comfortably and safely - including but not limited to fire safety, waste management and printing.

• Ensure the office is fully secure and accessible and that there is a clear and effective line of communication between Screen Share, our landlord and subtenants.  

• Support with the fulfilment elements of our other programmes, including booking workshop spaces, managing Oyster cards and exploring software which will make our systems more efficient and activities more impactful

• Where necessary, manage staff and volunteers working on operational projects, including Operations Assistants, interns and corporate staff on volunteer days. 

• Support the planning and execution of events, including event planning, venue bookings, budget management and logistics for staff and trustee away days.

• Administer DBS checks for staff and volunteers and ensure all those at Screen Share have attended our safeguarding training 

• Support the CEO with HR and compliance processes, including inductions for new staff; ensuring they work within the organisation’s policies; ensuring all staff are comfortable with our tech stack; organising staff training and well-being days; being the point of contact in a small team for disciplinary and grievance issues; developing and maintaining organisational policies; and ensuring we are GDPR and Cyber Essentials compliant. 

Personal Specification 

Essential  

• Experience working in a busy Operations role

• Strong knowledge of IT (laptops, phones, tablets, monitors, PC’s) including computer components, troubleshooting, diagnostics and refurbishing procedures

• Excellent communication skills both in writing and verbally

• Excellent customer service instinct and responsiveness internally

• Proactive attitude, problem-solving instinct and willingness to take responsibility for multiple processes 

Desirable 

• Knowledge of or direct experience of the UK asylum and immigration system

• Experience of working in a charity or small team

• Knowledge and experience of holding responsibility for HR processes, data management and compliance 

• Experience of fulfilment processes in the UK 

• Experience in stakeholder engagement and communication