Operational Support Coordinator

Smart10 Ltd, Trading as SMT Recruitment; Welwyn Garden City; On-site; GBP 22,000 - 23,000; Full time

Job summary

SMT Recruitment are seeking an Operational Support Coordinator for a fixed term contract based in Welwyn Garden City. You will provide administrative and project coordination support across inquiries, referrals, reporting and governance, working closely with the COO and team to ensure deadlines are met.

The role requires strong organization, attention to detail and the ability to manage multiple tasks, priorities and confidential information in a proactive, collaborative environment.

Qualifications

• Experience in administration, coordination or project support.
• Ability to generate reports and manage data.
• Experience with MS Office and handling confidential information.
• Understanding of GDPR and data protection.

Responsibilities

• Provide administrative and coordination support across funded projects.
• Coordinate day-to-day administration of client enquiries and referrals.
• Monitor inboxes and referral routes, ensure enquiries are recorded and routed correctly.
• Communicate with clients, referrers and stakeholders by phone, email and other methods.
• Check referral information for completeness and follow up as needed.
• Support booking, changing and confirming appointments.
• Arrange meetings, room bookings, training and project-related activities.
• Produce reports for monitoring, management oversight and funders.
• Gather and present project data and outcomes for reporting.

Skills

Administration

Coordination

Project support

Data reporting

GDPR awareness

Microsoft Office

Stakeholder comms

Job description

Operational Support Coordinator - Fixed Term Contract

Location: Welwyn Garden City

Salary: £16.00 - £17.00 per hour

Hours: 30-37.5 hours per week

Contract: Fixed Term Contract until March 2028

About the Role

SMT Recruitment are currently recruiting for an Operational Support Coordinator to join an organisation based in Welwyn Garden City.

This is a varied role supporting the day-to-day running of the organisation and its funded projects. The successful candidate will provide administrative and project coordination support across client enquiries and referrals, reporting, data, governance, compliance, HR, training and general operations.

You will work closely with the Chief Operating Officer and wider team, helping to ensure projects are well organised, information is accurate and deadlines are met.

The role would suit someone who is highly organised, has excellent attention to detail and is confident managing different responsibilities at the same time.

Key Responsibilities

• Provide administrative and coordination support across a range of funded projects.
• Coordinate the day-to-day administration of client enquiries and referrals.
• Monitor shared inboxes and referral routes, ensuring enquiries are recorded accurately and passed to the appropriate person.
• Communicate with clients, referrers, colleagues, partner organisations and other stakeholders by phone, email and other agreed methods.
• Check referral information is complete and follow up where further information is required.
• Support with booking, changing and confirming appointments.
• Coordinate practical arrangements including meetings, room bookings, training and project-related activities.
• Produce clear and accurate reports for internal monitoring, management oversight and external funders.
• Gather, check and present project information, activity data and outcomes for reporting purposes.
• Prepare monitoring information, data summaries, project updates and other reports as required.
• Maintain accurate client, project, governance and operational records.
• Complete data entry, audits, data checks and outcome monitoring.
• Identify any gaps, errors or inconsistencies within data and raise these with the appropriate person.
• Support the Chief Operating Officer and Leadership Team with operational tasks, project documentation, meeting papers, agendas, minutes and follow-up actions.
• Assist with governance, compliance, insurance, health and safety, HR and recruitment administration.
• Maintain training records, coordinate training activity and monitor completion.
• Support onboarding and induction processes.
• Maintain electronic and paper filing systems, ensuring information is accurate, confidential and GDPR compliant.
• Respond to appropriate enquiries from colleagues, volunteers, clients and external organisations.
• Monitor and order office supplies and assist with the smooth running of the office.
• Build and maintain positive working relationships with colleagues, clients, referrers, funders and partner organisations.
• Provide general administrative support to the wider team where required.

About You

The ideal candidate will have previous experience within an administration, coordination, project support or operational support role.

You will need to be confident working with data and producing reports, as well as being comfortable communicating with a range of people and managing confidential information.

You should be organised and reliable, with the ability to manage your own workload, meet deadlines and keep others updated on progress.

Essential Skills & Experience

• Previous experience within administration, coordination, project support or a similar role.
• Experience handling enquiries, referrals, appointments, project tasks or similar processes.
• Experience producing reports, monitoring information or data summaries.
• Experience with data entry, auditing and reporting.
• Experience using Microsoft Office, including email, documents and spreadsheets.
• Excellent attention to detail and accuracy.
• Ability to organise and maintain confidential information.
• Strong written and verbal communication skills.
• Understanding of GDPR and confidentiality.
• Ability to manage multiple tasks and priorities.
• Ability to work independently and as part of a team.
• Ability to maintain professional boundaries.
• Reliable, accountable and willing to ask for support or clarification when required.
• Willingness to complete an Enhanced DBS check where required.

Desirable Experience

• Experience of project coordination or funded project administration.
• Experience within governance, compliance, HR, health and safety or training administration.
• Experience working within a charity, CIC, community or voluntary sector organisation.
• Experience working within a trauma-informed, mental health, domestic abuse, sexual violence or similar environment.
• Experience communicating with external stakeholders, funders or partner organisations.

Working Hours

The role is 30-37.5 hours per week.

Core hours are:

• Monday: 9am-3pm
• Tuesday: 9am-3pm
• Wednesday: 9am-3pm
• Thursday: 11am-5pm
• Friday: 9am-3pm

The remaining hours are flexible and will be agreed around organisational requirements.

Some flexibility outside of the core hours may occasionally be required, with as much notice as possible.

The role is primarily office-based, although there may be some flexibility to work remotely where appropriate. Occasional attendance at meetings or events across Hertfordshire and Bedfordshire may also be required.

Additional Information

An Enhanced DBS check will be required where appropriate for the role, with Update Service registration or willingness to register where required.

If you have strong administration and coordination experience and are looking for a varied role involving project support, reporting, data and day-to-day operations, we would love to hear from you.