Operations Assistant

Tokko Youth Hub - Job Description & Person Specification
Operations Assistant

JOB DETAILS
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Who We Are

12 months Fixed Term

37hrs per week
Tokko Youth Hub, 7, Gordon Street, Luton, Beds. LU1 2QP
£26,500 Full time equivalent
CEO

Tokko Youth Hub is a charity in the heart of Luton supporting young people aged 13 yrs – 19
yrs  or  up  to  24  yrs  for  those  with  Special  Educational  Needs  (SEND)  or  young  parents.
Through weekly group sessions at our purpose-built facility and outreach in schools and the
community, we provide a variety of activities and 1:1 support, fostering positive outcomes and
holistic  development  to  empower  and  encourage  young  people  to  lead  happy  and  healthy
lives.

What We Do

We facilitate six core weekly groups, the Drop-in, Just Like You Inclusion Group, OK2B, Ladies
with  Positive  Attitudes,  Boys  2  Men  and  Young  Parents,  and  two  support  services,  Brief
Intervention Counselling and the Freedom Programme. These initiatives and our purpose-built
facility’s  safe  and  inclusive  environment  provide  opportunities  to  explore  new  interests  and
personal development and access specialist support for those facing challenges, helping all
young people achieve their full potential.

Our Vision

All young people in Luton to be happy, healthy and to aspire.

Our Mission

To support young people aged 13 yrs – 24 yrs by engaging, encouraging, and empowering
them to lead happy, healthy lives and reach their full potential.

Our Values

Supportive: We provide a nurturing environment where every young person feels valued.

Welcoming: Our doors are open to all, embracing diversity and inclusivity.

Inclusive: We believe in equal opportunities, ensuring no one is left behind.

Progressive: Continuously innovating to meet the evolving needs of our community.

Trustworthy: Building relationships based on integrity, transparency, and mutual respect.

Purpose of the Role

The Operations Assistant plays a key role in supporting the smooth day-to-day running of
the charity. This includes contributing to effective workplace governance, operational
delivery, digital systems administration, procurement, and facilities coordination.

The postholder will help improve organisational efficiency by providing high-quality
administrative and operational support, fostering effective communication across teams, and
enabling collaborative working across directorates.

The role also supports the Volunteer Programme, including coordinating recruitment,
onboarding, training logistics, and engagement activities to ensure a positive volunteer
experience.

Key Responsibilities

Technology and Information

  Support the implementation of digital tools and systems to enhance operational

processes.

  Maintain accurate organisational data, supporting data collection and reporting

requirements.

  Provide administrative support for digital transformation initiatives, including CRM

updates.

  Assist with the day-to-day use of IT systems, escalating issues where appropriate.

Operations and Procurement

  Provide operational support to ensure the effective delivery of day-to-day services.
  Coordinate front-of-house and reception functions as required.
  Coordinate room bookings, event set-ups, and facilities requests.
  Undertake light practical tasks such as room set up, moving equipment and handling

deliveries in line with Health and Safety guidelines.

  Support procurement processes, including obtaining quotes and raising purchase

orders.

  Provide administrative support for recruitment, onboarding, and HR documentation.
  Assist with updating HR policies and supporting organisational development

initiatives.

  Contribute to staff wellbeing activities and internal engagement initiatives.

Compliance

  Support quality assurance processes, including maintaining ISO documentation.
  Assist with routine Safety, Health, Environment and Fire (SHEF) checks, ensuring

issues are reported and addressed.

  Maintain accurate compliance records and documentation.

Capability and Growth

  Provide administrative support for performance management processes.
  Assist in organising organisation-wide meetings, training sessions, and events.
  Contribute to people-focused projects and continuous improvement initiatives.

Governance

  Support the maintenance and review of organisational policies and procedures.
  Assist with logging, monitoring, and responding to external complaints.
  Liaise with the Facilities Team and coordinate contractor and engineer visits.

Person Specification

Essential

  Minimum of 3 years’ experience in an operational or administrative role.
  Demonstrable experience of managing and resolving day-to-day operational

challenges.

  Strong organisational skills with the ability to prioritise workload effectively.
  Excellent written and verbal communication skills.
  Ability to build positive working relationships across all levels of an organisation.
  A proactive and adaptable approach, with the ability to support change initiatives.
  Understanding of safety and compliance processes, including adherence to SHEF

protocols.

  Experience of engaging and motivating groups, including volunteers.

Desirable

  CIPD Level 3 qualification (or working towards).
  Project management qualification.
  Experience of digital transformation or system implementation.
  Knowledge of HR processes, including performance management, employee

relations, and workforce planning.

  Understanding of legal compliance within a charitable or organisational setting.

Key Attributes

  Collaborative and team-oriented approach.
  High level of integrity, professionalism, and discretion.
  Strong attention to detail and commitment to quality.
  Enthusiastic and committed to supporting organisational growth and improvement.