Job Description

We are seeking a proactive and highly organised

Operations Assistant

to support the daily functioning of Aspire4u's programmes and internal operations. This is a key role providing practical, administrative, and HR-related support to ensure our services run efficiently and effectively. The ideal candidate will be detail-oriented, confident using digital tools, and passionate about creating positive community impact.

What will I be doing?

Operations & Administration:

Support the day-to-day operational running of Aspire4u, including scheduling, document handling, and information management. Maintain systems, trackers and logs to ensure up-to-date records of team activities, sessions, and service delivery. Manage incoming communications, including emails, phone calls, and general enquiries. Coordinate bookings, meetings and events, including logistics and resource planning. Organise and update online filing systems, shared drives, and operational databases. Support with monitoring outputs, evaluations, and preparing funder updates and internal reports. Ensure compliance with data protection legislation and confidentiality practices across all tasks.

HR & Team Support:

Support HR admin functions including maintaining staff records, managing leave logs, and assisting with onboarding processes. Help circulate and track policy updates, training attendance, and staff documentation. Liaise with staff and freelance practitioners to coordinate rotas, session planning, and reminders. Assist with the recruitment process by posting job adverts, arranging interviews, and managing candidate communication. Ensure that documentation (e.g. DBS checks, references, contracts) is stored accurately and securely.

Project & Programme Support:

Support the operational delivery of wellbeing, youth, and creative programmes delivered across Dudley, Birmingham and the West Midlands. Liaise with service users (including vulnerable adults) to share updates and session information with care and professionalism. Help set up and support community sessions, including on-site logistics and welcoming participants. Update attendance logs, monitor feedback, and input evaluation data.

Success in this role looks like...

Internal systems and rotas are running smoothly, with staff and sessions well supported. Communication is clear and timely - both with team members and community participants. Operational data is well organised and accessible, supporting funding and impact reporting. New staff and freelancers feel welcomed, informed, and supported during onboarding. You are confident in managing your workload and stepping in to support colleagues as needed.

Practical Considerations:

Place of Work:

Based at our Dudley and Digbeth offices, with occasional community-based work

Hours:

40 per week

Salary:

24,000 - 26,000 per annum

(depending on experience)

Contract:

Fixed Term (6 months, with aim to extend)

Working Pattern:

Monday to Friday, with occasional flexibility around events

Start Date:

ASAP

Interview Dates:

To be confirmed.

What knowledge and experience will I need?

Skills and Experience:

Excellent administration and organisational skills, with attention to detail Strong customer service and communication skills Experience working in a team environment and managing multiple tasks Familiarity with HR admin processes (e.g. onboarding, record keeping) is desirable Understanding of safeguarding and confidentiality, particularly in community settings Proficient in Google Workspace (Docs, Sheets, Drive, Calendar) Able to use or learn project management systems like Airtable, Trello or similar Confidence in liaising with a wide range of people including service users, partners and funders Experience working or volunteering in a CIC, charity or public sector setting is a bonus

Personal Attributes:

Friendly, helpful, and respectful - especially when working with vulnerable groups Able to handle confidential information with sensitivity and discretion Motivated and reliable, with a willingness to learn and grow Passionate about mental health, community development and positive change Comfortable working independently and taking initiative

What we offer:

We're a small but passionate team with a strong commitment to wellbeing and learning. While we're still growing, we offer:

A supportive and inclusive working environment Opportunities for training and professional development Flexible working where possible (time-in-lieu for evening/weekend work) Access to our creative spaces and wellbeing garden Staff socials and participation in community events

How to apply:

To apply, please send your

CV and a short cover letter to recruitment@aspire4u.co.uk

If you have any access needs or would like an informal chat before applying, feel free to get in touch.

About Aspire4u:

Aspire4u is a community interest company based in the West Midlands. We develop and deliver transformative projects focusing on mindset development, financial literacy, employability and wellbeing. Our work is deeply rooted in community engagement, emotional health, enterprise, and research. We collaborate with local authorities, education providers, housing associations, and charities to create opportunities for people and places to thrive.

Impact Highlights:

Delivered mental health support to 400+ people in the West Midlands through person-centred therapy Reached 10,000+ households across the East and South East with mental wellbeing initiatives Named 'Outstanding Service Provider 2023' by Black Country Impact Co-designed low-level mental health services in Dudley to support individuals managing mental ill-health Produced community-led research that informed decisions at NHS trusts, local councils, and regional police Supported over 100 entrepreneurs and small businesses through training and development support

Equal Opportunities Statement:

Aspire4u is an equal opportunity employer. We actively celebrate diversity and are committed to creating an inclusive environment for all.

Join us to make a difference. Help us support communities to grow, connect, and thrive.

Job Types: Full-time, Fixed term contract

Pay: 24,000.00-26,000.00 per year

Schedule:

Monday to Friday Weekend availability
Work authorisation:

United Kingdom (required)
Work Location: In person

Reference ID: Project Assistant