Operations Officer (0.6FTE)

Closing date for this role: 10am, Monday 10 August 2026

You can download an application pack for this role here. Operations officer application pack - July 2026.pdf

We are looking for an enthusiastic and experienced part-time administrator who will enhance the smooth running of Green Alliance through working across our HR, office and IT support functions. We need someone who is efficient and resourceful with a calm, friendly and flexible approach.

You will have excellent interpersonal skills, able to build positive relationships with people at every level, and experience of working in a busy office environment. You will be highly organised and able to solve problems by using your own initiative. You will help to build an effective and positive working culture as part of our busy operations team.

Position in organisation

The operations officer will report to the Head of programmes and people and will work closely with other members of the operations team. You will support all staff to ensure they have what they need to work effectively.

Duties and responsibilities

To support the smooth running of the organisation through efficient administration across HR, office and IT support functions.

HR Administration

• Manage the Breathe HR system, ensuring all staff are using it effectively in relation to annual leave, sickness and TOIL reporting and reconciling data with timesheets each month. Administer the end of year annual leave transition on Breathe, ensuring that all roles have accurate annual leave for the year ahead.

• Support recruitment of new staff, using our Teamtailor applicant tracking system, help arrange induction programmes and induct new staff to the office and IT systems.

• Create staff letters for changes to terms and conditions, including the annual salary change letters.

• Be the key contact for Health Assured employee assistance programme and promote its use within the organisation.

Office & Project Administration

• Ensure Green Alliance’s office systems, processes and equipment operate efficiently and are developed appropriately.

• Ensure smooth running of our serviced office to create a conducive working environment, liaising with CAFOD staff and establishing norms for effective and inclusive ways of working.

• Procure services, equipment and supplies with reference to Green Alliance’s environmental policy and manage supplier relationships.

• Support project and grant administration on Business Central/Pryme Advanced Projects (training will be given).

• Manage Green Alliance’s general phone line and email, scheduling all team meetings and board meetings in Outlook.

• Ensure the smooth running and accurate recording of quarterly board meetings, including scheduling, administration, minute taking and distribution of papers.

• Provide staff with the information they need to use the office effectively, contributing to new processes where necessary and updating the office handbook.

• Ensure adequate insurance cover for Green Alliance and its activities and compliance with any conditions.

• Trained first aider (preferable) and fire marshal.

IT Support

• Ensure Green Alliance’s IT and digital systems are operating effectively and provide day to day troubleshooting.

• Arrange for staff who are working from home to have the equipment they need.

• Liaise with our external IT specialist on setting up new IT equipment, administration of software licences and troubleshooting.

• Support the use of AV equipment in meetings at the office.

Other

• Help with the set-up and delivery of Green Alliance events and activities at the office and offsite

• Contribute to Green Alliance being an inclusive workplace through setting a personal objective aligning to our (equity, diversity and inclusion) EDI action plan.

• Work effectively as part of a team and work independently with initiative and drive.

• Provide any other support, which may reasonably be requested to be undertaken within the scope of this post.

Key relationships

Internal

• Head of programmes and people

• Other members of the operations team: operations director, head of finance, finance officer, senior partnerships officer

• All staff on office and IT matters

• Board members

External

• IT consultant

• CAFOD facilities team

• External suppliers

Person specification

Essential

• Experience of delivering office administration for at least one year.

• Motivation to work in a purpose-driven organisation, working towards a world where people and the environment thrive together.

• Good IT skills, particularly Microsoft Office 365 applications, and ability to support staff to use IT effectively

• Skilled at using your initiative to solve problems and take a pro-active approach to office administration.

• Excellent interpersonal skills, and a demonstrable ability to work with a high level of professionalism as part of a small team.

• Ability to effectively liaise with senior staff, trustees and external stakeholders

• High standard of written and verbal English

• Ability to collaborate effectively as part of a team, and to work on your own when needed.

Desirable

• Minute taking experience

• Experience of using applicant tracking software for recruitment

• Interest in environmental policy and advocacy

• Experience of working in the charity sector

In your application we’ll ask you to provide evidence for how you meet the key criteria for the role, which are the ones in bold above. We will assess all aspects of the person specification across the different parts of the recruitment process. If you feel you meet the essential criteria, but not any or all of the desirable criteria, then please still consider applying.

How to apply

For your application, we would like you to answer three questions that address the key criteria highlighted in the person specification. We will also ask you to upload a CV with details of your education and work experience. We recommend that you prepare your responses to the questions before starting the application process as you will be unable to save your application and return to it later.

Application questions

1. Why do you want to work for Green Alliance and what appeals to you about this role? Summarise your experience of working in operations or administration, and the key skills you would bring.

2. Please describe your experience of working with Office 365 and how you have supported staff to use IT effectively.

3. Please give an example of where you used your initiative to improve the office working environment for a staff team.

We recommend that each answer is no longer than 300 words. Where you can, give examples of the experience, knowledge and skills you have gained through employment, study or voluntary activities.

To apply:

Prepare your answers to the three questions above.

Click on "Apply for this job" below. You will be asked to confirm that you are legally authorised to work in the UK.

Cut and paste your answers to the three application questions online. Upload your CV.

Review and submit your application. You will receive a confirmation email to acknowledge your application.

Approach to AI

We recognise that some applicants may choose to use AI tools as they prepare their applications. We strongly encourage you to ensure that your application is personalised and accurately reflects your own experience, insights and voice. AI should not replace your own input or authenticity. We want to hear your perspective, not a generic response and reserve the right to reject applications that closely resemble AI generated answers to our application questions.

We are genuinely interested in learning about you, your motivation, your experiences and what makes you a great fit for the role. Your application will be reviewed by one of our team members and we look forward to reading it.

Right to work

All applicants must have the right to work in the UK. Unfortunately, we are not able to offer visa sponsorship, so you will be required to provide evidence of your right to work in the UK during the recruitment process. We are unable to sponsor the renewal of work visas for people who have short-term permission to work in the UK.