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Operations & People Coordinator

Reports to: Director of People and Organisational Development
Hours: Full Time
Salary: £28,000
Contract: Fixed-term, 12 months

About HF Mencap:

HF Mencap is a local charity supporting people with learning disabilities and autism to live healthy, connected and fulfilling lives. We work alongside people, families and communities to provide opportunities, promote independence and create inclusive spaces where people can thrive.

As HF Mencap continues to grow, we are strengthening the systems, processes and operational infrastructure that support our teams and services. This role is an important part of that journey.

We are looking for an organised, proactive and people-focused Operations & People Coordinator to help support the smooth running of our workplaces, operational systems and workforce processes across our organisation.

This is a varied and hands-on role that combines people coordination, operational administration, workplace organisation and compliance support. The successful candidate will help ensure our teams are well supported, our systems remain organised and our workplaces continue to operate safely and effectively.

Job Purpose:

The Operations & People Coordinator provides essential administrative, operational and workplace coordination support across HF Mencap, helping to ensure effective HR systems, workforce compliance, health & safety standards and organisational coordination.

The role supports recruitment, onboarding, workforce compliance, operational systems, workplace coordination and day-to-day health & safety administration across HF Mencap’s two sites. By maintaining accurate records, monitoring compliance systems and ensuring well-organised operational processes, the postholder will help strengthen organisational infrastructure as services and staffing continue to grow.

The postholder will provide day-to-day operational oversight of workplace health & safety systems, ensuring routine checks are completed, records are maintained, actions are followed up and organisational systems remain organised, compliant and inspection-ready.

The role plays an important part in supporting inspection readiness, governance, workforce coordination and safe service delivery, enabling senior leaders and managers to focus on strategic leadership and service quality.

Regulatory and statutory accountability remains with senior leaders and service managers.

Hybrid Working:

This role is primarily site-based to support day-to-day operational coordination across HF Mencap’s services and offices.

Hybrid working is available following induction and probation, with an expectation of approximately 3- 4 days per week on site across HF Mencap locations, depending on operational needs and organisational priorities.

Some flexibility for home working may be agreed where appropriate.

What This Role Looks Like Day to Day:

The Operations & People Coordinator plays a central role in helping HF Mencap’s workplaces, systems and processes run smoothly on a daily basis.

A typical week may include:

Coordinating recruitment interviews and onboarding paperwork for new staff.
Coordinate DBS applications, renewals and related workforce compliance administration, ensuring records are accurate and actions are completed in a timely manner.
Coordinate mandatory training processes including bookings, monitoring completion, follow-up actions and induction scheduling.
Following up with managers to ensure health & safety checks and actions have been completed.
Updating central HR, compliance and health & safety records.
Coordinating office supplies, equipment orders and workplace resources across both sites.
Supporting improvements to COSHH records and workplace organisation.
Maintaining organised digital filing systems and shared documentation.
Preparing paperwork and records for inspections, audits or governance meetings.
Supporting managers with administrative tasks, document organisation and operational processes.
Coordinating fire safety checks, monitoring review dates and ensuring records remain current.
Assisting with incident logs, workplace actions and operational follow-up tasks.
Helping ensure offices and shared workspaces remain safe, organised and well maintained.
Providing day-to-day coordination support that helps teams work effectively and safely.

The role requires someone who is highly organised, proactive, approachable and comfortable managing multiple systems and priorities across a growing organisation.

Key Responsibilities:

HR Administration:

Support recruitment processes including job advertising, interview coordination and onboarding.
Maintain accurate HR records and staff documentation.
Coordinate onboarding processes and ensure new starters complete required compliance checks and documentation.
Support staff induction and training administration.
Maintain training records and support coordination of workforce learning and development opportunities.
Assist in maintaining the central HR record system, ensuring documentation is accurate, organised and securely stored.
Support the planning and administration of team-building activities and training workshops.
Support employee relations processes including coordinating meetings, preparing documentation, taking notes and maintaining confidential records relating to disciplinary, grievance or workplace matters.
Assist managers with HR casework administration and follow-up actions in line with organisational policies and procedures.

Compliance and Organisational Systems:

Maintain compliance tracking systems including DBS checks, safeguarding records and mandatory training.
Monitor renewal dates for DBS checks, training and compliance documentation, flagging upcoming actions to managers.
Ensure organisational policies, procedures and records remain current, organised and accessible.
Support the organisation in maintaining accurate and well-organised documentation for audit, inspection and compliance purposes.
Maintain document control systems to support organisational compliance and operational consistency.
Assist with monitoring internal processes that support governance, compliance and organisational oversight.

Health, Safety and Premises Coordination:

Provide day-to-day operational oversight of health & safety systems across both HF Mencap sites.
Ensure routine health & safety checks are completed and recorded, following up actions with managers and teams where required.
Maintain central health & safety records, monitoring systems and documentation.
Support improvements to COSHH systems, ensuring substances are appropriately recorded, stored and monitored.
Coordinate fire safety checks and maintain related records, documentation and monitoring systems.
Track review dates for risk assessments, policies, fire safety checks and workplace safety procedures.
Support managers to ensure health & safety documentation remains current, organised and accessible.
Assist with incident recording systems, accident logs and related documentation where required.
Help identify areas for improvement in workplace safety, organisation and compliance processes.
Coordinate health & safety actions arising from audits, inspections or premises reviews.
Escalate health & safety concerns or outstanding actions to managers where required.

Operational and Office Coordination:

Coordinate ordering of office supplies, refreshments, equipment and operational resources across both sites.
Support premises coordination including monitoring stock, equipment and workplace organisation.
Assist teams with document organisation and administrative processes.
Support the maintenance of organised digital and physical filing systems.
Provide administrative support to organisational systems and internal processes.
Support the consistent organisation and management of shared documents used across teams.
Assist with maintaining organised and welcoming office environments across HF Mencap sites.

Governance and Organisational Support:

Support governance administration including meeting coordination and minute taking where required.
Maintain organised organisational records and document control systems.
Provide administrative support to senior staff and service teams.
Assist with day-to-day operational and administrative tasks across the organisation.
Help ensure systems and processes remain effective, efficient and well organised as HF Mencap continues to grow.
Work flexibly across both HF Mencap sites to support operational priorities and organisational needs.

Person Specification:

Essential:

Experience providing administrative or operational support within an office, charity, health, social care or community setting.
Strong organisational skills with the ability to manage multiple systems and deadlines.
Experience maintaining accurate records and confidential information.
Good IT skills including Microsoft Office and shared digital systems.
Ability to coordinate processes and follow up actions effectively.
Understanding of workplace health & safety responsibilities and compliance processes.
Strong communication and interpersonal skills.
Ability to work independently and use initiative.
Commitment to equality, inclusion and person-centred values.

Desirable:

Experience supporting HR administration or recruitment processes.
Experience maintaining compliance or training records.
Knowledge of COSHH, fire safety or workplace health & safety systems.
Experience supporting inspections, audits or governance processes.
Experience working within the charity, social care or community sector.

Additional Information:

The Operations & People Coordinator works across both HF Mencap sites W14 Brook Green and supports teams across the organisation.

The role contributes to maintaining safe, compliant and well-coordinated services through effective administration, strong organisational systems and proactive coordination of workplace operations, compliance processes and health & safety requirements.

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