Part-Time Operations Manager

Coherence; City of Edinburgh; Remote; GBP 22,000 - 45,000; Part time

Job summary

A leading digital agency in Edinburgh seeks an Operations Manager to enhance operational efficiency and support team dynamics. This part-time role involves overseeing processes, managing finances, and ensuring compliance across various operations. Ideal candidates are proactive and solutions-focused, thriving in a dynamic environment. Flexible working options are available.

Benefits

Flexible working

Supportive team environment

Opportunities for learning and socializing

Qualifications

• Proven experience in operations, finance, or administration within a digital or tech-driven business.
• Strong understanding of HR policies, compliance regulations, and financial management.

Responsibilities

• Develop and improve operational processes for efficiency and scalability.
• Coordinate recruitment, onboarding, training, and offboarding of staff.
• Manage IT systems and ensure cybersecurity protocols.

Skills

Operational Efficiency

Problem Solving

Compliance

Organizational Skills

IT Literacy

Education

Experience in Operations

Understanding of HR Policies

Tools

Google Workspace

HubSpot

Atlassian

Jira

Job description

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About Us

Coherence is a digital agency that helps large organisations stabilise, transform and optimise complex digital estates.

About Us

Coherence is a digital agency that helps large organisations stabilise, transform and optimise complex digital estates.

Blending technical expertise with strategic thinking, we deliver cohesive digital solutions that drive measurable efficiency and effectiveness.

The Role

As Operations Manager, you'll be the backbone of our agency, making sure everything behind the scenes runs smoothly. This is a dynamic and highly valued role, where no two days will be the same.

You'll play a pivotal part in shaping how we operate, managing key accreditations, supporting the team day-to-day, and continually looking for ways to make things better and smarter.

From coordinating recruitment and onboarding to managing finance processes, supplier agreements, and company subscriptions, you'll play a vital role across all areas of operations. You'll lead accreditation renewals, ensure compliance with key certifications, and be the go-to person for the team — ready to solve problems and keep everything running smoothly.

This is a fantastic opportunity for someone who is proactive, solutions focused, and always willing to learn. You'll thrive here if you enjoy variety, and love helping others do their best work.

Requirements

Key Responsibilities

Operational Efficiency & Business Support

• Develop, implement and continuously improve operational processes to enhance efficiency, quality and scalability across the agency, ensuring procedures are well documented and up to date in Confluence
• Monitor and report on key performance indicators (KPIs), using results to recommend and implement operational improvements
• Oversee and maintain operational accreditation processes, including ISO9001, to ensure compliance
• Work closely with the leadership team to align operations with company objectives
  
  

Finance & Administration

• Work closely with the Delivery and Finance personnel to ensure invoices are issued accurately and on time, and expenses are processed.
• Manage software licenses, vendor agreements, and company-wide subscriptions, handling any associated contract negotiations, renewals and ensuring invoices, expenses and payments are processed accurately
• Facilitate improved reporting and forecasting by implementing HubSpot dashboards
  
  

HR, People Operations & Governance

• Coordinate the recruitment, onboarding, training and offboarding of staff/suppliers
• Maintain HR records and policies, ensuring compliance with legal and regulatory requirements
  
  

IT Operations, Security & Compliance

• Own the management of IT systems including:
• Overseeing Google Workspace administration and user management
• Managing subscriptions and licenses for business applications
• Handling day-to-day IT queries and working with our external IT support provider to ensure smooth operations
• Ensure the security of company devices and networks, implementing cybersecurity protocols and controls by working with our IT partners
• Lead on accreditation processes and maintain compliance with relevant certifications, including Cyber Essentials and Cyber Essentials Plus

Requirements

The ideal candidate will demonstrate:

Proven experience in operations, finance, or administration within a digital or tech-driven business.

Strong understanding of HR policies, compliance regulations, and financial management.

Excellent organisational skills with an eye for detail and process improvement.

Ability to manage multiple stakeholders and drive operational excellence.

Knowledge of GDPR, ISO frameworks, and cybersecurity best practices (preferred).

High degree of IT literacy, including familiarity with Google Workspace, and other tools such as Hubspot, Atlassian & Jira.

Benefits

Why Join Us?

• Work with genuinely lovely people who care about each other, and about client outcomes
• Be part of a wider group network (Cohaesus) for even more opportunities to learn and socialise
• Flexible working; grown-up approach to time-management and locations
  
  

Salary: £22,500 (£45,000 FTE)

Hours: Monday - Friday 9.00-18.00 pro rata (20 hours per week, 2.5 days) ideally spread flexibility across Monday-Friday.

While the role is largely remote, occasional travel will be required to our offices in London, Bournemouth or Edinburgh, so the successful candidate should be comfortable with this.

Ready to take on this challenge? Apply now.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Management

• Industries

  IT Services and IT Consulting

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