Business Operations Officer

North East Lincs Women's Aid

The nature of the work undertaken means that this invitation is for women only
and is exempt under Schedule 9 Part 1 Equalities Act 2010

JOB DESCRIPTION:  Business Operations Officer

RESPONSIBLE TO:  Head of Finance/Head of Operations/Chief Officer

DAYS / TIMES:

37½hrs Monday to Friday

PAY:  £ 30,030

About the Role

We are seeking a highly organised and proactive Business Operations Officer to support the smooth
running of our charity’s core functions. This role sits at the heart of the organisation and covers HR
administration, IT systems and database management and Finance & Operations Support.

The ideal candidate will be confident in managing sensitive information, comfortable using a range of
digital tools, and able to balance day-to-day administrative tasks with problem-solving and process
improvement.

Key Responsibilities

HR Administration

•  To assist with onboarding and setting up new users on the company systems.
•  To manage user roles/permissions, workflows, approval chains, and organisation structure

additions and changes.

•  To support the Head of People & Culture in managing the collation of new recruit references,

DBS checks, ID, as relevant to each role

•  To maintain accurate and confidential HR records and compliance with GDPR Regulations

2018.

IT Systems & Database Management

•  To be responsible for the maintenance of user accounts, permissions, hardware and software

inventories.

•  To be the first point of contact for database queries and user support across the organisation.

•  To maintain and update internal systems, ensuring data integrity and consistency of usage.

•  To be responsible for the quarterly, annual and contractual data collection and reporting,

ensuring relevant information can be collated for reports.

•  To work with external suppliers/IT support to troubleshoot system issues.

•  To continually support system improvements, including testing new features and helping

implement upgrades.

•  To support and train staff, as required, in the use of our electronic management system.

•  To ensure the filing and archiving systems are up-to-date and accurate.

Finance & Operations Support

•  To support the monitoring of rent records and ensure the accurate recording of receipts

/payments, working alongside admin and finance colleagues as required.

•  Ensuring smooth operations between Admin and Finance departments.

•  Handling administrative tasks that require accuracy, confidentiality, and system awareness

•  To be responsible for the monitoring of office supplies and operational resources, placing orders

as and when required.

General Administrative Support

•  Prepare agendas, take minutes, and co-ordinate follow-up actions for internal meetings as and

when required.

•  Support event co-ordination (internal training, staff meetings, volunteer sessions).

•  Contribute to the ongoing improvement of administrative systems and processes.

•  Represent the organisation professionally when engaging with staff, volunteers, suppliers, and

stakeholders.

•  To undertake general clerical duties

General

•  To attend and participate in team meetings and supervisions.

•  To develop positive links with appropriate agencies, organisations, suppliers and customers.

•  When necessary, to work on a flexible basis to assist with holiday and sickness cover and to meet

the needs of the project.

•  To participate in policy and quality development when requested.

•  To undertake any other reasonable tasks requested by the Management Team.

PERSON SPECIFICATION

Admin / Finance Officer
QUALIFICATIONS/TRAINING
* Recognised computer qualifications

EXPERIENCE

 * Experience managing or supporting user accounts, permissions, and
system access.
* Experience maintaining accurate records, filing systems, or data
management processes.
* Experience of working with computer packages
* Working to performance indicators and standards
* Experience of HR monitoring systems and paperwork
* Previous experience of monitoring and evaluation systems
* Administrative experience in a busy office environment.
* Experience assisting with DBS checks, references, or identity
verification
* Experience delivering basic system training or user guidance

KNOWLEDGE

* Strong IT literacy, including confidence with databases, user systems,
and Microsoft Office applications.
* Understanding of GDPR and the importance of confidentiality and
secure data handling.
* Ability to troubleshoot basic system issues and escalate appropriately.

* Strong organisational skills, with the ability to manage multiple tasks
and maintain high accuracy.
* Of the impact of Domestic Abuse on women and children
* Of Health and Safety legislation in the workplace
* Understanding of equal opportunities
SKILLS
* Accuracy in performing numerical tasks
* Ability to work as a member of a staff team and as an individual
* Effective communication skills – both written and verbal
* Interpersonal skills – with individuals and external agencies
* Ability to cope with conflict and work under pressure & deadlines
* Effective organisational skills
GENERAL
* Have a dynamic approach and be self motivated
* To ensure a commitment to development and accountability
* To ensure a positive image through behaviour and appearance
* Demonstrate a flexible approach to the demands of the role

ESSENTIAL  DESIRABLE

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Mar 26