Operational Administrator

We are seeking an organised, proactive, and detail-oriented Operational Administrator to join our dynamic operations team. This role is crucial to ensuring smooth day-to-day scheduling and support for our field-based engineers and internal teams. The successful candidate will play a central role in planning, coordination, and communication across departments, helping maintain operational excellence and drive continuous improvement. If you're someone who thrives on structure, enjoys problem-solving, and has a knack for keeping things running efficiently, we'd love to hear from you.

Key Responsibilities

1. Planning and Scheduling

• Develop and manage operational schedules for a team of field-based engineers ensuring optimal resource allocation.
• Coordinate with various departments to forecast workload, deadlines, and priorities.
• Track progress against schedules and update stakeholders on potential risks or delays.
• Monitor and adjust schedules in response to changes, such as operational demands or resource availability.
• Review open work orders within the company ID system.

2. Operational Support and Administration

• Act as a central point of contact for operational processes and queries.
• Order, assign, and maintain operational company clothing/uniform and PPE.
• Order, assign, and maintain company safety equipment.
• Maintain all Engineering Training Records within the company ID system.
• Assist Operations Team Lead & Director of Operations with preparation of reports and operational KPIs.
• Maintain accurate and up-to-date records of operational workflows, inventory, and resources.
• Organise and maintain documentation such as service level agreements and compliance records.
• Provide administrative support to the operations team, including scheduling meetings, taking minutes, and handling client correspondence.
• Draft site-specific documentation in a timely manner ahead of site visits.

3. Communication and Collaboration

• Collaborate with clients to book site visits according to the schedule, ensuring all engineering resources and site requirements are met.
• Collaborate with the Operations Team Lead to align schedules with operational goals.
• Communicate schedule changes and updates to relevant internal and external stakeholders in a timely manner.
• Foster effective communication between departments to resolve scheduling conflicts and improve workflow efficiency.

4. Management of Engineers' Company Vehicles

• Ensure all MOT and service schedules are up to date, including booking appointments and liaising with stakeholders to ensure vehicle availability.
• Review all vehicle check sheets and ensure that issues are being resolved in collaboration with the Operations Team Lead.

5. Process Improvement

• Identify inefficiencies in scheduling and operational processes and recommend solutions.
• Participate in process improvement initiatives to optimise productivity and reduce downtime.
• Support the implementation of new tools, software, or methods to improve scheduling and administrative processes.

Key Competencies

1. Analytical Thinking: Ability to analyse complex data and translate it into actionable success.
2. Collaboration: Skilled at working cross-functionally with different teams and stakeholders.
3. Adaptability: Comfortable with changing priorities and able to make quick adjustments.
4. Initiative: A self-starter who identifies and addresses issues without constant supervision.
5. Technical Proficiency: Familiarity with scheduling software and operational management tools.

Qualifications and Experience

• Proven experience in scheduling, operations planning, or administrative roles.
• Familiarity with scheduling software.
• Strong organisational and time management skills.
• Excellent communication and interpersonal abilities.
• Attention to detail with a proactive, problem-solving approach.
• Ability to multitask and prioritise effectively in a fast-paced environment.

Employee Benefits

*Non-contractual, may change

Annual Leave Purchase Scheme

Ability to purchase up to one week's annual leave (maximum 5 days) each holiday year.

Flexible Working Hours

• Standard Full-Time Hours: 37.5 hours per week, Monday to Friday, within core hours (08:00-18:00), with a 30-minute lunch break.
• Part-Time Hours: As per contract but within core working hours (08:00-18:00).

Hybrid Working

Head Office / Field / Home (some roles may be office-based only).

Pension Scheme

The company offers an Aviva Pension Scheme (auto enrolment).

• Employer Contributions: 3%
• Employee Contributions: 5% (minimum)

Employee Assistance Programme (EAP)

Our EAP service, provided by Health Assured, is available to all employees from the start of employment.

Annual Leave Entitlement

• 25 days per annum pro rata (April-March)
• Christmas Office Closure - employees to reserve 3 days from entitlement*

Refreshments

Refreshments are included and available for all employees.

Birthday Holiday Gift

Employees are given their birthday off as an additional day's leave.

Car Parking

Free car parking is available at Head Office.

Training & Development

Role-related training will always be considered and supported.

Apply Now

Email your C.V to careers@rshydro.co.uk