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Purpose

Enabling the delivery of a high-quality service to clients, the Operations Assistant will support the administration of all client programmes across our Consulting Practice, and the wider business in some cases. Working with colleagues across the business as well as clients and suppliers, the job holder will have strong people and organisational skills along with a passion for providing excellent internal and external customer service.

Accountability & Impact

• Supporting the administration of all client accounts within the Consulting Practice and wider business, including:
  • Production of workbooks, toolkits, handouts, etc.
  • Formatting slides using PowerPoint
  • Managing venue details/ logistics as necessary
  • Planning and booking trains/ flights when necessary for domestic and international travel
  • Ensuring essential workshop kit/ equipment is prepared by the deadline
  • Arranging and tracking kit to be couriered to and from the venue in and outside of the UK – completing all paperwork, forms and proformas with regards to the equipment/ kits sent.
  • Answering the main telephone line and dealing with calls as appropriate
  • Willing to assist in wider areas of the business to support the team
• Entering feedback evaluation data from workshops using Word and Excel
• Typing up workshop outputs (e.g., flip charts, etc.)
• Data collation and proofreading
• Supporting on any additional POD team projects
• Liaising with external suppliers

Skills and Attributes

• Proven organisational and problem-solving skills
• Excellent attention to detail and focus on quality
• Good interpersonal skills
• Proactive, flexible, and responsive, with the ability to work under pressure/ multi-task
• Team player and energetic
• Proficient in core Microsoft Office applications and Outlook email

Accountability & Impact

• Work with COE’s on administrative and operational aspects of workshops, coordinating scale/ Business As Usual (BAU) roll-out, dates, logistics and organising travel, etc.
• Ensures that all travel/hotel arrangements for Lane4 deliverers is organised.
• Management & housekeeping of client share-point site for delivery and client team.
• Maintaining tracker spreadsheets for day-to-day operations, including a schedule of dates, invoicing, equipment & resourcing.
• Work with the Digital team in running webinars for clients.
• Work with the COE’s to run PVA and that people are held accountable for it not matching by the cut-off date.

Programme Materials

• Make sure all workshop materials including training notes, presentations, joining instructions, etc. are prepared and formatted in line with brand guidelines. You will work closely with the COE’s on this.
• Ensures and monitors the quality of materials and equipment.
• Creates and schedules links for virtual events according to workshop schedules on platforms such as WebEx, Teams and Zoom.
• Supports and records complex virtual events/ webinars and sometimes provides training for first-time users of virtual platforms.
• Supports the use of Mentimeter during virtual events.
• Tracks and manages recordings of virtual sessions to be uploaded weekly onto Vimeo and sends links to appropriate key stakeholder.
• Ensures and monitors reports are pulled from WebEx and delivered to client holders.
• Create QR codes for workshops on the Sova system

Financial Management

• Takes responsibility for accurately reflecting revenue through management of accounting systems.
• Approval of timesheets for all allocated accounts.
• Ensures accurate client invoices are sent monthly and logged, with the support of a COE where required.
• Purchase order management, hotels, flights, and third-party suppliers
• Orders supplies, manages, tracks, and maintains stock and kit.
• Ensures that all finances are tracked, inputted on Dynamics (Purchase Requisitions & Purchase Orders), and signed off by COE’s & COM’s.