Operations Coordinator

Company: Elizabeth School of London Job Title: Operations Coordinator Location: ONSITE, Manchester, UK (on-site) Salary: Up to £30,900 (Depending on Work experience) Hours: Full Time, Monday to Friday 9:00am - 5:00 pm Reports to: City Academic Manager About us Elizabeth School of London (ESL) is a higher education provider committed to delivering high-quality education and a positive learning environment across its UK campuses. About the role The Operations Coordinator leads the day-to-day operational running of the Manchester campus, ensuring that facilities are safe, clean, well-equipped and welcoming for staff, students and visitors. Reporting to the City Academic Manager, the postholder directly line manages the Reception Team, coordinates external cleaning and security services, and sets clear campus-wide expectations for operational standards. The role requires a proactive, approachable person who can organise competing priorities, resolve issues and work collaboratively with academic and professional services teams. Key responsibilities Campus leadership and operational standards

• Act as an operational lead on campus, setting and maintaining expectations for all on-site staff in relation to facilities, professional standards, campus procedures and health and safety.
• Lead by example, communicate operational expectations clearly and address day-to-day issues promptly and professionally.
• Work with academic and professional services teams to support teaching, learning and student-facing activities; refer formal people-management concerns involving other teams to their respective line managers.
• Keep the City Academic Manager informed of significant issues, outstanding actions and opportunities to improve campus operations. Campus operations and building management
• Conduct daily campus walkthroughs to check cleanliness, room readiness, supplies, maintenance needs and potential health and safety risks.
• Ensure teaching spaces, offices, reception, communal areas and other facilities are appropriately set up, tidy and operational.
• Coordinate building repairs, maintenance and handyman requests with building management, procurement and relevant contractors; track requests through to resolution.
• Act as a key holder and support opening and closing arrangements where required.
• Coordinate waste collection, including specialist waste arrangements where applicable, and pest-control visits; maintain relevant service contacts and schedules. Reception team line management
• Directly line manage reception staff, including setting objectives, allocating work, providing guidance and monitoring service standards.
• Prepare reception rotas and arrange suitable cover; manage attendance, leave, one-to-ones and performance development reviews in line with company procedures.
• Support recruitment, induction, training and development of reception staff; address performance or conduct concerns with HR and the City Academic Manager as appropriate.
• Ensure reception provides a professional welcome and handles enquiries, correspondence and referrals to the appropriate teams.
• Coordinate appropriate reception support for routine operational tasks, including walkthroughs, resource replenishment and campus events. External cleaning and security services
• Act as the campus operational contact for external cleaning and security providers; communicate expected coverage, standards and site procedures.
• Coordinate and maintain cleaning and security rotas, verify attendance and arrange cover through the external provider when needed.
• Monitor cleaning quality, punctuality and security coverage; raise service or staffing concerns with the relevant provider and escalate unresolved matters.
• Maintain up-to-date contractor names, identification, contact details and access information.
• Check and submit relevant contractor timesheets or payroll information under agreed internal and supplier procedures. External cleaning and security personnel are not direct reports. Health, safety and site security
• Conduct routine site checks, record hazards and incidents, and coordinate prompt corrective action in accordance with ESL procedures.
• Maintain accurate campus records of designated fire marshals, first aiders, safeguarding leads, emergency contacts and duty managers.
• Maintain staff and contractor access-pass records and ensure leavers are removed from relevant access and campus lists.
• Support fire drills, emergency arrangements, staff awareness and the implementation of campus health and safety procedures.
• Liaise with the designated health and safety leads and escalate compliance concerns; the role does not replace formally assigned statutory or safeguarding responsibilities. Procurement and resources
• Monitor stock levels and coordinate timely replenishment of stationery, cleaning and hygiene supplies, refreshments and other campus essentials.
• Submit and track purchase requests through approved processes and liaise with Procurement and suppliers about orders and deliveries.
• Maintain clear purchasing and stock records, including recurring items, supplier details and expected ordering frequency.
• Use campus resources responsibly and flag spending or supply concerns to the City Academic Manager. Rotas, staffing records and payroll administration
• Maintain accurate operational staffing records, staff lists and duty manager rotas, updating them when people join, leave or change working arrangements.
• Collect, verify and submit the timesheets, attendance records and payroll information assigned to the role within required deadlines.
• Coordinate operational staffing coverage and report gaps or issues to the relevant manager. Staff onboarding and offboarding
• Coordinate site arrangements for new starters, including identification, access passes, keys, equipment and campus information, in liaison with HR and IT.
• Ensure new staff receive relevant site, emergency and facilities information.
• Coordinate return of keys, passes and equipment on departure and update campus records and access lists promptly. Examinations, events and administrative support
• Coordinate operational arrangements for examinations and assessments, including rooms, furniture, equipment and on-site logistical support, in liaison with academic teams.
• Support student inductions, workshops, meetings and campus events, including room setup, catering and facilities requirements.
• Maintain operational spreadsheets, correspondence, service contacts and action records; provide administrative support to the City Academic Manager as needed.
• Direct student finance, admissions, academic and student-record queries to the responsible teams, assisting with practical campus matters where appropriate. Other duties
• Attend relevant meetings, undertake required training and support the implementation of improved campus procedures.
• Carry out other reasonable duties appropriate to the post to meet changing campus needs. Person specification Essential
• Experience in an operations, administration, facilities or comparable coordination role.
• Experience supervising or line managing staff, setting expectations, delegating work and supporting performance.
• Strong organisational skills, attention to detail and ability to manage competing priorities.
• Clear, confident and professional communication with colleagues, students, suppliers and contractors.
• Ability to take initiative, resolve day-to-day problems and escalate concerns appropriately.
• Good Microsoft Office skills, particularly Excel, Outlook and Word; experience maintaining rotas and accurate records.
• Commitment to a safe, inclusive, professional and student-focused campus environment. Desirable
• Experience in higher education or another busy multi-team site.
• Experience coordinating outsourced cleaning, security, maintenance or facilities services.
• Experience with timesheets, payroll submissions, purchasing or staff onboarding.
• Relevant health and safety, fire marshal or first aid training. Benefits
• Annual leave (7.2 weeks)
• Workplace pension scheme.
• Company Sick Pay.
• Statutory maternity and paternity pay.
• Employee Assistance Programme (HA Wisdom Wellbeing)
• Virtual GP access (Livi)
• 'Speak Up Service' - confidential support service to report any workplace concerns
• Specialist physical and mental wellbeing support services with 24/7 confidential counselling support (Wisdom)
• Specialist menopause support, including online CBT (Wisdom)
• Financial, legal and medical advice services provided (Wisdom)
• Life & Leadership coaching (Wisdom)
• Financial coaching (MUNNY)
• Discounts and perks, offering savings on shopping, activities and more (Bright Exchange)
• Career development and training opportunities.
• Training and self-development opportunities.