Working at Healthy and Active in East Kilbride

Healthy and Active in East Kilbride is a well-established, community-led charity that has been supporting local people for more than 20 years to improve their health, wellbeing, independence and connection to their community. What began as a Shopmobility service has grown into a respected community anchor organisation delivering a diverse range of programmes, services and community initiatives across East Kilbride.

Our work is driven by a commitment to reducing inequalities, strengthening communities and ensuring local people have opportunities to live healthier, more connected and more independent lives. We work closely with local partners, community groups, volunteers and statutory services to deliver meaningful and lasting impact.

As we continue to develop and implement our long-term vision, we are seeking an experienced and highly organised Senior Operations Co-ordinator to play a pivotal role in supporting the organisation’s continued success.

An Exciting Opportunity to Join a Growing Organisation

This is a fantastic opportunity for someone who enjoys variety, responsibility and working at the centre of an organisation.

Working closely with the Chief Executive, you will become a key member of the team, helping to ensure our people, systems, processes and resources are effectively coordinated and supported.

You will play an important role in maintaining the operational foundations that enable our staff, volunteers and projects to thrive.

This includes finance administration, compliance and HR support, office management and governance administration, with your contribution contributing to the smooth running every of the organisation.

This role combines operations, administration, finance, people support and compliance, making it ideal for someone who enjoys working across a wide range of responsibilities and who wants to make a genuine difference within a purpose-driven organisation.

Job Purpose

The Senior Operations Co-ordinator acts as a central point of coordination across the organisation, helping to ensure that staff, volunteers, systems and processes are effectively supported and that the organisation remains compliant, efficient and responsive to future opportunities and challenges.

Working closely with the Chief Executive, the postholder will coordinate administration, finance processing, HR administration, compliance systems, Health & Safety processes, reporting and organisational procedures to support the effective operation of the charity.

The postholder will supervise the administration function and play an important role in supporting organisational development, continuous improvement and the delivery of high-quality services across the organisation.

About the Role

The organisation works in a fast-paced sector meaning two days are the same.

This is a varied, hands-on role offering the opportunity to develop a broad range of skills while working closely with senior management and contributing to the future development of a respected local charity.

No matter the day, you will be part of an incredible team who work closely together to help deliver services that make a real difference to people in East Kilbride.

Key Responsibilities

Operations and Administration

Coordinate the day-to-day operational and administrative activities of the organisation.
Supervise and support the administration function.
Ensure effective office systems, records, filing systems and processes are maintained.
Oversee organisational record management and information systems.
Coordinate equipment, resources and asset management.
Support projects and service delivery teams with operational and administrative requirements.
Identify opportunities to improve efficiency and strengthen organisational systems and processes.

Staff Supervision and People Support

Line manage designated administrative and service staff.
Conduct regular supervision meetings and annual appraisals.
Monitor staff annual leave and absence records.
Support staff induction and onboarding processes.
Coordinate staff training records and development opportunities.
Assist with recruitment administration and employee HR processes.
Support a positive, inclusive and collaborative workplace culture.

Finance Administration

Coordinate day-to-day financial administration.
Process sales invoices, purchase invoices, receipts and payments.
Maintain accurate financial records and supporting documentation.
Reconcile financial transactions and records.
Prepare payroll information and liaise with payroll providers as required.
Support budget monitoring and financial reporting activities.
Assist with providing financial information for funders, auditors and the Board.
Ensure financial procedures and internal controls are followed.

HR Administration and Compliance

Maintain employee records and confidential HR documentation.
Support recruitment, induction and onboarding processes.
Coordinate training, compliance and workforce information.
Support the Chief Executive in ensuring compliance with employment legislation and HR policies.
Assist with HR administration and employee wellbeing initiatives.

Compliance, Policies and Governance

Maintain organisational policies, procedures and Standard Operating Procedures (SOPs).
Coordinate policy review schedules and updates.
Maintain compliance records, registers and monitoring systems.
Support compliance with legal, regulatory and organisational requirements.
Assist with governance administration and Board reporting.
Support organisational audits and quality assurance processes.

Health & Safety

Coordinate Health & Safety systems and processes.
Maintain risk assessments, incident records and Health & Safety documentation.
Coordinate training and compliance requirements.
Monitor Health & Safety record keeping and reporting systems.
Support managers and staff to meet organisational Health & Safety responsibilities.

Monitoring, Reporting and Organisational Development

Coordinate organisational monitoring data, statistics and reports.
Support monitoring and evaluation activities.
Assist with reporting requirements for funders and stakeholders.
Produce reports, presentations and organisational information as required.
Support continuous improvement and organisational development activities.

Volunteer Support

Support volunteer recruitment, induction and administration.
Maintain volunteer records and documentation.
Assist with volunteer training and support activities.

About You

We’re looking for someone who enjoys bringing order to our busy charity and takes pride in helping organisations operate at their best.

You’ll be highly organised, proactive and dependable, with the ability to juggle multiple priorities while maintaining attention to detail and a positive approach.

You will enjoy working with people as much as systems and understand the importance of building strong relationships with colleagues, volunteers, partners and stakeholders.

Most importantly, you’ll share our commitment to improving lives, strengthening communities and supporting positive change across East Kilbride.

We’re Looking for Someone Who:

Loves structure and helping things run smoothly.
Enjoys working across a variety of responsibilities.
Is comfortable balancing systems, people and processes.
Takes pride in getting the detail right.
Builds positive and professional relationships.
Enjoys solving problems and identifying improvements.
Can work independently while also being a supportive team player.
Wants to contribute to an organisation that makes a real difference in local communities.

Person Specification

Essential Experience

Experience in an operations, office management, administration or coordination role.
Experience supervising staff, volunteers or teams.
Experience processing financial transactions and maintaining financial records.
Experience using accounting software such as Xero or similar systems.
Experience maintaining organisational systems, records and procedures.
Experience preparing reports and supporting organisational administration.

Essential Knowledge and Skills

Excellent organisational and planning skills.
Strong administration and coordination abilities.
Excellent verbal and written communication skills.
High attention to detail and accuracy.
Strong IT skills, including Microsoft Office 365.
Good numerical skills and confidence working with financial information.
Ability to manage competing priorities and deadlines.
Strong interpersonal and relationship-building skills.
Understanding of confidentiality and data protection requirements.
Ability to work independently and use initiative.

Desirable Experience

Experience working within the voluntary, community or charity sector.
Experience of payroll administration.
Experience of HR administration.
Experience using Xero.
Experience supporting Board or committee administration.
Experience coordinating Health & Safety requirements.
Experience supporting volunteers.
Experience of monitoring and evaluation processes.

Personal Qualities

Positive and solution-focused.
Professional and dependable.
Collaborative and supportive.
Adaptable and flexible.
Highly organised.
Committed to equality, diversity and inclusion.
Passionate about making a positive difference.

While experience across all areas is not essential, we are looking for someone with strong organisational skills, the ability to coordinate multiple responsibilities and a willingness to learn and develop within the role.

If you feel you have the skills, experience and motivation to succeed, we would encourage you to apply.

Why Join Us?

At Healthy and Active in East Kilbride you’ll find:

A varied role with genuine responsibility and autonomy
The opportunity to work closely with the Chief Executive and contribute to organisational development
A supportive, friendly and collaborative team culture
Flexible and family-friendly working arrangements where appropriate
Opportunities for professional development and training
A role where your contribution has a direct impact on local people and communities
The opportunity to be part of an organisation with ambitious plans for the future
A chance to develop a broad range of skills across operations, finance, HR, compliance and organisational management

How to Apply

Please submit your covering letter. Following receipt, we will send you an application form and equality and diversity monitoring form to complete and return to us.

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