Workplace Operations Associate

Overview:

We are looking for a pro-active, organised and detail-oriented Workplace Operations Associate to join our team. This role is a varied position, working across the full workplace remit but with a primary focus on aligning all our offices from a workplace operations perspective, which includes health & safety management, overseeing our fleet of vehicles across the UK, maintenance of all our offices, and supporting workplace related projects.

This role will report to the Head of Workplace Operations and offer the opportunity to own key pieces of work while also collaborating with a wider team on innovative, dynamic projects, giving this role exposure to a diverse range of activities.

The position can be based in any of our UK offices and is a hybrid role with a minimum of 3 days in the office, 2 days maximum working from home (dependent on workplace risk assessment).

Key Responsibilities:

This role covers a wide range of responsibilities. The initial proposal is 50% of time to be spent primarily on health & safety related initiatives, 15% on fleet management and 35% of time dedicated to workplace.

Health & Safety: (50% of role initially, reducing once all offices are compliant)

• Manage and maintain the company’s health and safety platform to ensure records are up to date, processes run smoothly, and all relevant people have correct access.
• Support compliance efforts by coordinating audits, tracking documentation and ensuring adherence to policies.
• Work closely with relevant teams to implement best practices and improvements in health and safety and liaising directly with our H&S office reps.
• Particular support given to the Field Service team: organising first aid training, purchasing PPE and working closely with the Head of Field Services.
• Coordinate and engage the community of health & safety reps and fire marshals across the business in all locations.

Quarterly meeting with all Fire Marshalls and First Aiders

Monthly meeting with all H&S Reps

• Possible travel to offices across the UK.

Fleet Management (15%):

• Oversee the company’s fleet of vehicles across the UK, ensuring they are properly maintained, serviced, and compliant with regulations.
• Coordinate vehicle allocations, repairs, and insurance requirements.
• Liaise with suppliers, leasing companies, and internal stakeholders to ensure efficient fleet operations.

Workplace Initiatives (35%):

• Arrange branded workwear for employees.
• Working with the Head of Workplace to ensure our offices/buildings are maintained.
• Support the Head of Workplace on strategic initiatives to improve our workplace environments eg office refurbs, office moves, office-based events.
• Be part of the social squad bringing ideas for activities.
• Be a workplace ambassador for your office.
• All percentages are just a guide and will be flexible dependent on workloads.

Required Experience/Skills:

• Track record of working in a diverse autonomous role in a busy office environment.
• Pragmatic thinker who takes initiative to find solutions to problems
• Exceptional organisation skills; can keep up to date with multiple tasks and requirements, and help hold others to commitments
• Comfortable working with systems and processes, ensuring compliance and efficiency
• Adaptable; enjoys taking on new challenges and wide variety of projects
• Some previous understanding of Health & Safety requirements is beneficial, no official qualification required but keenness to undertake courses essential.

General & Qualifications:

• Undertaking and positively contributing to the team development and work, including planning, and monitoring individual activities and performance against OKRs set in the 121 and Personal Development schemes
• Attending and fully participating in internal and external meetings and events as required by the role
• Undertaking a proactive role in personal development and undertaking an active role in training and development as required and agreed by the organisation and which foreseen as commensurate to carryout out the role
• Undertaking all duties and acting at all times, in accordance with the organisation’s Policies and Procedures and Staff Handbook