Purpose of the post

The Business Operations Officer will provide support to the Director of Business Operations and the Finance Director on day-to-day operational issues and long-term planning. The Business Operations Officer will play a pivotal role fully embedding and further implementing our continuous improvement culture through our new and evolving quality management system. The Business Operations Officer will also manage the delivery of discrete projects to further the robustness of operations activity and provide on-going support to the Central team to ensure a high-quality business systems.

Main Responsibilities

  • Office operations– ensure office support systems are high functioning and meet the team’s business needs.
    • Be responsible for managing our outsourced suppliers. Develop processes to manage requests and be able to evaluate the effectiveness of the service they provide. Provide advice and guidance to Central team users using our suppliers.
    • Ensure that our outsourced suppliers and IT business systems are fit for purpose, including understanding user needs, assessing the effectiveness of the systems against those needs, identifying suitable alternatives (if required) and lead the development and implementation of the systems.
  • Quality management system – be responsible for developing the tools and templates that ensure the HDR UK quality management system is effective and builds on our culture of continuous improvement.
    • Develop and utilise tools to improve business operations such as workflows, guidance documents and templates
    • Support the wider team to ensure HDR UK processes are embedded within our ways of working
    • Ensure QMS documentation is up to date, organised and securely stored
  • Business operations support – support the Director of Business Operations and Finance Director to deliver high quality service across the institute.
    • Draft letters for new awards
    • Support the set-up of major HDR UK national programmes across science, training and infrastructure
    • Manage the delivery of operations projects
    • Ad hoc support and projects as required by management

Planning and Organising

This post is part of a small core team that is embedded within HDR UK to manage the core HDR UK operations, to support the other activities of HDR UK in terms of science, innovation, training and public engagement. The post will plan a diverse workload of complex, over-lapping tasks and will require high levels of organisational skill. The post-holder will need to effectively plan and deliver their work but also be able to respond to changing needs in a fast-paced organisation.

Problem Solving

The post-holder will be expected to use problem solving skills to respond to diverse demands.   As part of a small team, the post holder will operate with high levels of independence.   The post holder will require confidence in dealing with enquiries, problem solving and decision making.  The post holder will make an effective judgement on when to escalate issues to senior colleagues’ attention and with what urgency.

Decision Making

The post-holder will make all day-to-day operational decisions for their own workload and on behalf of the institute, where required.  With support from the Director of Business Operations, they will identify, initiate and develop opportunities for streamlined and effective working with the members of the HDR UK team across the UK and with relevant national and international partners and organisations.

Continuous improvement

HDR UK is dedicated to continuous improvement through our quality management system and demonstrated by our commitment to achieve ISO 9001 accreditation. The post-holder will review, analyse, identify and implement opportunities for quality improvement within their specialism and as part of the wider team through our strategy development and internal audit processes.

Key contacts/relationships

The post holder will build and maintain effective working relationships both within HDR UK, and our partner organisations, including partners within DIH organisations, partners in substantive sites, industry partners, NHS partners and with other key stakeholders.  The Business Operations Officer will have close working relationships with the HDR UK Director of Business Operations, Finance Director, Executive Assistants, Chief Science Strategy Officer, Chief Training Officer and HDR UK Teams.

Knowledge, skills and experience

Essential

  • At least two years working in administration or operations.
  • Be able to demonstrate an understanding of business operations in academic or research related sectors with experience of providing operational support to the senior management team.
  • Experience of developing and implementing processes
  • Excellence quantitative skills with demonstrable use of Excel
  • Excellent written and verbal communication skills with the ability to communicate effectively and confidently with people at all levels. Ability to produce high quality reports in Word and PowerPoint
  • Excellent interpersonal skills and ability to handle sensitive issues positively
  • Ability to explain concepts without technical jargon
  • Excellent relationship building and networking skills
  • Excellent organisational skills, with the ability to manage competing priorities in a fast-paced environment and to working in an agile, flexible and pragmatic way
  • Ability to work accurately with attention to detail
  • Ability to work as part of a team
  • Ability to work autonomously and make decisions without supervision
  • Ability to process complex information and present targeted messages to different audiences
  • Commitment to HDR UK’s values (Transparency, Optimism, Respect, Courage and Humility)

Desirable

  • Experience of working within an ISO 9001 certified organisation
  • Experience of managing projects to time and to budget
  • Experience of providing HR support

More information and to apply