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Operations Support Coordinator (SWISCo)

Paignton, Borough of Torbay


£28,563 to £31,103 per annum

Full time / Permanent

Permanent Opportunity

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Job description

'BIG ANT are a recruitment agency that brings personality and a fresh approach to temporary and permanent recruitment.

For us, it's all about you. Let us help you find your next job in Torbay and Newton Abbot.'

Big Ant Group are proud to be working with SWISCo and are excited to support them in their recruitment for 2 Support Coordinators to the Head of Service to both their Park and Street Cleansing departments.

About the Role:

We are looking for 2 enthusiastic individuals who are ready to learn, be innovative and support the great changes in the Bay. This role will be a key supporting role to the Head of Service but also to the Service Managers in the departments to assist delivery of all key service functions. Provide and encourage economical delivery of the services and provide data to evidence this. Your role will be of a Senior level and key in building rapport amongst both external bodies and internal departments and leading an example to the wider team whilst promoting a Health and Safety culture. It is essential that you are part of the One Team, One Goal culture.

Overview of the expectations and outcomes for this role:

  • Provide confidential administrative support to legal governance and compliance teams for and on behalf of SWISCo for your relevant department. Ensuring Data Protection legislation and Customer Confidentiality is always adhered to.
  • Monitor the works of contractors, partners and consultants and report any defects, hazards, or findings in the delivery of the service.
  • Ensure the service that the department provides, as a minimum, meets the national and local performance targets, objectives, and key results for/and to the delivery high quality outcomes for SWISCo and its customers. Dealing with matters in an efficiently in line with the performance standards set out in the Service Level Agreement.
  • Present data using performance measurers, customer feedback and regulatory inspections as well as partaking in research. Providing information that will support the development of software solutions.
  • Organise and manage the service specific mailboxes (group mailboxes and those of designated individuals) as well as the team calendars (group calendars and those of designated individuals) to ensure that they are monitored and actioned correctly.
  • Collate and keep up-to-date performance data and to record this on related data-based systems.
  • Attend on-site inspections to support as required.
  • Handling any and all communications received into the team via emails, letters, telephone, etc. To include the allocating of work whereby ensuring priority communications are highlighted for attention of the relevant manager as required.
  • To provide technical administrative support in the production and continued development of maintenance and business plans of that service area.
  • To lead on all administrative processes and procedures, to ensure that they are followed correctly and in a timely manner. To include the administration of relevant organisational systems and project management systems which are utilised.
  • To prepare professional and confidential Legal, Governance and Compliance service documentation, to include but not limited to, correspondence, legal documents, agendas, minutes, statistics, presentations, spreadsheets, etc.
  • To undergo any and all required training which may be offered to support the upskilling of knowledge and understanding.
  • To work alongside other Technical Assistants across other SWISCo service areas and provide cover and support when necessary.
  • Advise colleagues in a polite and professional manner when providing innovative solutions.
  • Remedy any complaints or enquiries and provide excellent customer service.
  • Assess risk / danger to public on all matters and report to senior managers where appropriate.
  • Promote SWISCo campaigns and ensure this is cascaded and explained to customers / residents / visitors via telephone / digital or face to face communications whilst resolving any queries.

This role will be both office based and involve some site visits. There will also eventually be opportunity to do hybrid working occasionally.

Person Specification - Essential:

  • Effective communication skills
  • Effective IT skills and the use of Microsoft and 365, to include the use of bespoke software and hardware platforms.
  • Able to demonstrate effective collaborative working with others including those from other departments to maintain effective, positive working relationships - to include being a team player.
  • Ability to organise self and own work to achieve agreed outcomes - Prioritisation and time management skills.
  • Ability to deal effectively with deadlines, sometimes conflicting and changes of circumstances.
  • Possession of clear numerical and analytical skills.
  • Customer focus - making every effort to meet the needs and exceed expectations of customers (both internal and external)
  • Promotes equality, inclusion, and anti-discriminatory practice, treating people with respect and according to individual need, challenges inappropriate behaviour and practices.
  • Accepts responsibility for own work activities, behaviour, and personal development.
  • Organisational skills, flexibility, accuracy, and attention to detail.
  • Able to work on own initiative proactively without close supervision and able to make innovative and practical solutions in terms of problem solving.
  • Ability to maintain confidentiality when appropriate.
  • Effective knowledge and understanding of relevant service areas General knowledge and understanding of workplace Health & Safety requirements.
  • Effective knowledge and understanding of producing and formatting legal documentation.
  • Previous experience of producing and formatting legal documentation.
  • Experience of working in a busy office environment, the ability to prioritise work to ensure deadlines are met and work is completed in a timely manner.
  • Experience of high standard of good customer service and dealing with complaints.
  • Proven experience maintaining accurate and methodical records.
  • Experience of providing a high standard of service delivery and customer focus.
  • Previous experience of building, fostering, and maintaining healthy working relationships with service providers.
  • Educated to NVQ4 or equivalent.
  • Hold a full driving licence and have the ability to travel efficiently around the Bay in order to carry out duties
  • Ability to accommodate unsociable hours
  • Ability to accommodate occasional homeworking

This position is required on a Permanent basis, however, the initial 3 to 6 month period of the role will be working under Big Ant Group on an agency contract.

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