Assistant Operations Manager

Assistant Operations Manager

Inverroy Crisis Management Ltd, Edinburgh City, Scotland, United Kingdom

CLOSING DATE: 5pm on 26th January 2024

Job Description 

Inverroy offers comprehensive resilience planning to help organisations to navigate the  unknown with confidence. Our services include Crisis Management, Business Continuity and  Security Risk Management.  

Inverroy works across all sectors, in particular energy and renewables, to design bespoke  resilience management solutions to ensure organisations are ready to respond when  disruption strikes. With over 300 years of collective experience, Inverroy supports  organisations to build robust response and recovery procedures, train teams and deliver  emergency exercises to validate plans and processes.  

The Role 

Inverroy prides itself on the provision of outstanding professional advice and support to  enhance a client’s overall resilience but focusing specifically on Emergency Response, Crisis  Management and Business Continuity Management, known collectively as “Crisis and  Continuity Management” or “C&CM”. In the last year, this core offering has been  supplemented by another key resilience capability – Security Risk Management.  

As part of the Inverroy team, you will assist the Operations Manager to help Inverroy improve its market position and achieve financial growth. Your main role will be to assist with the coordination of consultants in order to ensure that the business runs smoothly and efficiently  and with consistency in every element of our output.  

As a small, but expanding business, all personnel work closely together and there is inevitable  cross-over within roles which provides an excellent opportunity to gain additional experience.  Such opportunities will be managed by the Operations Manager and may involve supporting  consultants in a client-facing role, the intent being to ensure that incumbents of the Assistant  Ops Manager role gain a valuable breadth of experience.  

Location 

This position is remote however it would be beneficial if candidate is Scotland-based as our biannual meetings are held in Edinburgh.  

Benefits Package 

– Salary: £24-30k per annum dependant on experience 

– Holiday Entitlement: 20 days per year plus 8 public holidays, with an increase of 1 day  per year served. 

– Additional: 3 paid volunteer days per year 

10 days additional paid leave for Armed Forces Reservists undertaking annual camp.

Duties
Project Management: 

– Assisting the Operations Manager to maintain an overview of all projects being  undertaken by Inverroy Consultants to ensure that projects are delivered on time and  within the allocated budget. 

– Assisting with Quality Assurance of all team outputs to ensure consistency and quality. – Support other Inverroy team members to deliver projects. 

– Assist with the management of project timesheets. 

Business Administration: 

– Assist with the management of marketing material including making suggestions  about changes or future developments. 

– Maintain an overview of business administration processes to ensure they are fully  embedded within the company process. 

– Assist with the client feedback process. 

– Preparing and sending monthly invoices. 

– Assist with company financial management including credit card and bank account  reconciliation, expense tracking etc as required. 

– Liaising with our travel agent to book travel and accommodation. 

– Onboarding and offboarding staff members. 

– Gathering data and providing statistics for both management and board meetings. – Maintaining contracts with service providers such as HR and IT company. – Assist our IT service provider with the administration of the company IT system  including Office 365, SharePoint and MS Teams. 

– Assist with the periodic review of company policies and standard operating  procedures. 

– Manage the weekly MS Team calls and organise periodic full team in-person meetings. – Manage the Monthly Management Meeting including preparing agendas, taking, and  distributing minutes and ensuring actions are tracked and followed up. – Assist with activities required to support maintenance of our Business Continuity  Management System and our ISO 22301 accreditation. 

– Be prepared to assist with the implementation of ISO 9001 accreditation when  directed. 

Cyber Security: 

– Maintain the company Cyber Policy and Cyber Incident Response Plan. – Assist with the organisation of cyber security training in line with the Annual Training  Plan 

– Monitor staff IP addresses for any threats. 

– Liaise with our IT support provider and help maintain Cyber Essentials accreditation. – Ensure staff are aware of latest cyber security threats and be a point of contact if any  employees require assistance.

General Requirements: 

– Conduct Continuous Professional Development (CPD) courses as required by  Managing Director or Ops Mgr. 

– Be prepared to assist with any other task as directed or required to maintain outputs,  meet deadlines etc. 

– A certain amount of travel will be required, mainly to Edinburgh, for team meetings. 

Competencies:
Essential 

– Graduate in relevant subject or experience in relevant field 

– Communication skills 

– Excellent numeracy skills 

– Time management and planning skills 

Desirable 

– Project management experience or training 

– Social Media marketing experience or training 

– General marketing experience or training 

– Negotiation skills 

– Experience or knowledge of financial management 

How to apply 

Please submit a cover letter and CV via email to the Operations Manager at  steph@inverroy.com by 5pm on 26th January 2024.