Operations Officer

Third Age Trust

Job Title: Operations Officer

Department/Team: Operations

Reports To: Head of Operations

Location: London office SE1 8EN/ hybrid work from home 2 – 3 days per week

Salary: £34,000 – £36,000 (FTE)

Contract & Working hours: Full Time – Fixed Term 1 year (with a view to extend)

About U3A

The u3a movement is one of the largest member organisations in the UK with over 400,000 active members. Each u3a, is an independent charity and they have locally run interest groups, providing a wide range of engaging opportunities to come together and learn for fun.

The Third Age Trust is the national charity which supports the 1,000+ u3as. We provide advice, guidance and training to u3as and their committees, to help them have the greatest impact locally. The Trust also seeks to raise the profile of the movement nationally, developing partnerships and running campaigns for the benefit of the membership. We advocate for a positive approach to later life and promote the benefits that come from membership of the u3a movement.

Job Purpose

The Operations Officer plays a key role in ensuring the smooth and efficient running of The Third Age Trust’s operational activities. The postholder will coordinate a range of operational functions including governance support, organisational administration, policy management, risk and compliance monitoring, supplier coordination, system administration, and business process improvement.

The role requires a highly organised individual who can manage multiple priorities, work collaboratively across teams, and contribute to the development of efficient processes that support the Trust’s strategic objectives and service delivery to members, volunteers, trustees, and staff.

Key Responsibilities

Operational Administration

• Support the day-to-day operational activities of the Trust.
• Develop, maintain and improve administrative processes and procedures.
• Coordinate operational projects and organisational initiatives.
• Maintain accurate records and documentation.
• Monitor operational actions and ensure deadlines are met.
• Prepare reports, statistics and management information as required.

Policies, Compliance and Risk

• Maintain the organisational policy review schedule.
• Support policy updates and document control processes.
• Monitor compliance activities and maintain compliance records.
• Assist with organisational risk management activities.

IT, Systems and Data Management

• Support the implementation, management and development of organisational systems, including SharePoint and Microsoft 365.
• Provide first-line IT and systems support, liaising with external providers to resolve technical issues.
• Manage user accounts, onboarding, offboarding and system access permissions.
• Support cybersecurity controls, staff awareness initiatives and MFA adoption.
• Maintain IT assets, software inventories and equipment records.
• Support data quality, information security and GDPR compliance.
• Produce and maintain user guidance, training materials and documentation.
• Assist with business continuity and disaster recovery planning for technology systems.

Supplier and Contract Coordination

• Act as a point of contact for operational suppliers and service providers.
• Maintain supplier records and contract documentation.
• Monitor contract renewal dates and service agreements.
• Assist with procurement and supplier evaluation activities.

Health, Safety and Business Continuity

• Support organisational health and safety activities.
• Maintain records relating to incidents and risk assessments.
• Monitor operational compliance requirements.

Person Specification

Essential Criteria

Experience

• Experience in administrative or operational support roles, ideally in the charity sector.
• Experience coordinating multiple activities and managing competing priorities.
• Experience developing policies.
• Experience managing projects with multiple stakeholders.
• Experience developing and improving administrative processes.
• Experience preparing reports and management information.

Skills

• Strong organisational and time-management skills.

Knowledge

• Good understanding of office systems and digital tools (Microsoft 365, SharePoint, Teams).
• Awareness of compliance requirements including GDPR and Health & Safety

Personal Attributes

• Excellent communication and interpersonal skills.
• Ability to work collaboratively with staff, volunteers, and external partners.
• Proactive approach to problem-solving and continuous improvement.

Desirable Criteria

Experience

• Experience supporting HR processes and recruitment.
• Experience working with membership organisations.

Knowledge

• Familiarity with CRM systems and data management.
• Understanding of governance and charity regulations.
• Understanding of risk management and compliance processes.

This job description provides a general overview of the role and responsibilities. It may be reviewed and adjusted in line with organisational needs.