OPERATIONS ASSISTANT

NEW VINE LIMITED; Greater London; Hybrid; GBP 22,000 - 30,000; Full time

Job summary

New Wine is seeking an Operations Assistant to provide coordination, administration and organisational support to the Operations Team in London. You will work closely with the Head of Operations to keep recruitment administration, governance, office operations and compliance records running smoothly.

This entry role offers exposure to HR, safeguarding, governance and events, with responsibilities spanning filing, meeting logistics, policy reviews and annual calendars.

Qualifications

• Excellent organisational skills and attention to detail.
• Able to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Confident using Microsoft 365, including Outlook, Word, Excel and Teams.
• Able to build positive working relationships across teams.
• High level of discretion when handling confidential information.
• Proactive with a willingness to learn and develop.
• Strong problem-solving skills and a positive attitude.
• Committed to the vision, values and Christian ethos of New Wine.

Responsibilities

• Provide day-to-day administrative support to the Operations Team.
• Coordinate operational workflows, ensuring tasks and priorities are delivered efficiently.
• Maintain operational documentation and filing systems.
• Support the implementation of new operational processes and improvements.
• Maintain shared operational trackers and action plans.
• Coordinate recruitment administration and onboarding documentation.
• Complete safer recruitment checks including references, DBS applications and Right to Work documentation.
• Coordinate new starter and leaver processes.
• Maintain accurate employee records and HR systems.
• Support staff training records and mandatory compliance tracking.
• Coordinate Board, Trustee and Committee meetings.
• Prepare meeting packs and distribute papers.
• Take minutes and maintain action logs.
• Maintain governance registers and organisational records.
• Support the annual governance calendar and policy review programme.
• Maintain New Wine's policy library and version control.
• Coordinate annual policy review schedules.
• Maintain compliance trackers for Health & Safety, GDPR, safeguarding and organisational requirements.
• Support the administration of insurance renewals and operational documentation.
• Coordinate the day-to-day running of the office.
• Manage office supplies and equipment.
• Coordinate new starter IT equipment and software access.
• Liaise with office, facilities and IT suppliers.
• Manage meeting bookings, room reservations and logistics.
• Coordinate agendas and supporting documentation.
• Maintain operational calendars.
• Support operational planning for events and logistics.
• Coordinate logistics for staff team including catering, accommodation and travel.
• Prepare operational documentation and event packs.
• Support the Site Command Team through administrative coordination.
• Maintain organisational register and ensure records are up to date.
• Contribute positively to the wider Operations Team.
• Look for opportunities to improve systems and ways of working.
• Support colleagues across New Wine.
• Participate in staff prayer days and team days.

Skills

Excellent organisational skills

Multitasking

Written & verbal communication

MS 365 (Outlook, Word, Excel, Teams)

Stakeholder collaboration

Discretion with confidential info

Proactive learner

Problem solving

Christian ethos alignment

Tools

SharePoint

CRM systems

Job description

The Operations Assistant provides the coordination, administration and organisational support that enables New Wine's Operations Team to flourish.

Working closely with the Head of Operations, this role supports the smooth running of the charity by coordinating recruitment administration, governance processes, office operations, compliance records, events and organisational systems.

This is an exciting opportunity for someone at the beginning of their career who enjoys organising people and projects, improving processes and making things happen behind the scenes. You'll gain experience across HR, safeguarding, governance, operational planning and charity management while helping create the infrastructure that enables local churches to change nations.

Roles And Responsibilities

• Operational Administration
• Provide day-to-day administrative support to the Operations Team.
• Coordinate operational workflows, ensuring tasks and priorities are delivered efficiently.
• Maintain operational documentation and filing systems.
• Support the implementation of new operational processes and improvements.
• Maintain shared operational trackers and action plans.
• People and HR Administration
• Coordinate recruitment administration, including arranging interviews and communicating with candidates.
• Prepare contracts, offer letters and onboarding documentation.
• Complete safer recruitment checks including references, DBS applications and Right to Work documentation.
• Coordinate new starter and leaver processes.
• Maintain accurate employee records and HR systems.
• Support staff training records and mandatory compliance tracking.
• Governance and Board Support
• Coordinate Board, Trustee and Committee meetings.
• Prepare meeting packs and distribute papers.
• Take minutes and maintain action logs.
• Maintain governance registers and organisational records.
• Support the annual governance calendar and policy review programme.
• Policies and Compliance
• Maintain New Wine's policy library, ensuring documents remain current and version controlled.
• Coordinate annual policy review schedules.
• Maintain compliance trackers for Health & Safety, GDPR, safeguarding and organisational requirements.
• Support the administration of insurance renewals and operational documentation.
• Office and Operational Systems
• Coordinate the day-to-day running of the office.
• Manage office supplies and equipment.
• Coordinate new starter IT equipment and software access.
• Liaise with office, facilities and IT suppliers regarding day-to-day operational matters.
• Meetings and Internal Coordination
• Manage meeting bookings, room reservations and logistics.
• Coordinate agendas and supporting documentation.
• Maintain operational calendars.
• Events and Logistics
• Support operational planning for the Summer Festival, Leadership Conference and other events.
• Coordinate logistics for staff team including catering, accommodation and travel.
• Prepare operational documentation and event packs.
• Support the Site Command Team through administrative coordination.
• Operational Records
• Maintain organisational register
• Ensure records remain accurate, organised and up to date.
• Team Contribution
• Contribute positively to the wider Operations Team.
• Look for opportunities to improve systems and ways of working.
• Support colleagues across New Wine
• Participate in staff prayer days, team days and other gatherings.
• Model New Wine's values in all aspects of your work.

The above list of job deliverables is open and partial, and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.

Person Specification

Essential Skills & Experience

• Excellent organisational skills and attention to detail.
• Able to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Confident using Microsoft 365, including Outlook, Word, Excel and Teams.
• Able to build positive working relationships across teams.
• High level of discretion when handling confidential information.
• Proactive with a willingness to learn and develop.
• Strong problem-solving skills and a positive attitude.
• Committed to the vision, values and Christian ethos of New Wine.

Desirable

• Previous experience in an administrative, operational or customer-facing role.
• Experience working in a charity, church or events environment.
• Knowledge of HR administration, safeguarding or governance.
• Experience using Microsoft 365, SharePoint or CRM systems.

Role Particulars

Working Pattern

Full-time, including weekly (Tuesday) in-person team meetings in London. The rhythm is as follows: All-staff meetings on 1st and 3rd week of the month, and individual Operational team days on the 2nd and 4th week of the month. The nature of this role means that some travel and working away from home will be required, as agreed in advance. Specifically, the post holder must be available for the annual leadership conference and the New Wine summer festival.

Places of Work

This role is eligible for hybrid and flexible working, with a minimum of 1 day in the London office a week.

Supervision

The post holder will receive regular supervision from the Head of Operations.

This post is subject to an occupational requirement that the holder be a practising Christian under Part 1 of Schedule 9 of the Equality Act 2010.

This job description is intended to summarise the primary responsibilities and qualifications for this position. The job description is not intended to include all duties an individual in this position might be asked to perform or all capabilities that may be required now or in the future. New Wine reserves the right to revise the duties outlined in this job description at its discretion.

Application process

Key Dates

The application deadline is 9:00am on Wednesday 9 September 2026. We reserve the right to close applications early if a suitable field of candidates is identified before the closing date.

Shortlisted applicants will be notified by 5:00pm on Friday 11 September 2026 and invited to a first-stage online interview, which will take place on Friday 18 September 2026.

Candidates successful at the first stage will then be invited to a second-stage interview at our London office.

As this role is subject to a Genuine Occupational Requirement that the post holder be a practising Christian (under Part 1 of Schedule 9 of the Equality Act 2010), we ask all applicants to include a brief description of their Christian faith as part of their supporting statement.