Operations Assistant
| Job Type | Contract |
| Location | London/ Hybrid |
| Area | London, UK |
| Sector | Central Government |
| Salary | £27 Per Hour |
| Start Date | March 31st, 2026 |
| Advertiser | Ashley Price |
| Job Ref | 7397 |
| IR35 | Inside |
| Security Clearance | DBS/DS |
- Description
- The Client:
A government department client is looking for an Operations Assistant to join them on a 12 month contract. This position will be based in London/ Hybrid.
Job Summary:
The client is a voluntary association of 56 independent and equal sovereign states.
Its special strength lies in the combination of its diversity and shared values. The office in London is the principal intergovernmental organisation. It convenes summits and high-level meetings; executes plans agreed by Commonwealth Heads of Government; promotes Commonwealth values and facilitates the work of the Commonwealth family of Organisations.
The Communications Division of the client is responsible for projecting the image of The Commonwealth, raising the Commonwealth profile to member governments, the media, specialist groups, young people, and the general public. It does this through various means of communication, including proactive media relations and public affairs, online outreach through social media, Commonwealth publications, and knowledge management.
The Operations Assistant is responsible for providing programme support on a wide range of tasks to enable the division as a whole, to achieve its objectives in programme delivery.
She/he may be required to assist in other parts of the division, from time to time.
The Operations Assistant will assist with Outlook-based calendar management, process and reconcile invoices and payments, organise meetings and events, including logistical arrangements, take meeting minutes, arrange travel, manage consultants' contracts, and provide budgetary information. The post holder will be required to respond to queries from across the organisation and from stakeholders and will be responsible for managing records and documentation on SharePoint.
Task description
The post-holder:
- Provides administrative support in the planning, execution and implementation of the division programmes.
- Acts as the initial contact for enquiries from Commonwealth High Commissions, international organisations and the general public on the division’s documents and publications.
- Assist in the preparation of financial data and reports as required, supports the division procedures relating to purchase and expenditure transactions on CODA (in-house financial system) and processes payments.
- Maintains divisional tracking system for payments.
- Provides administrative and logistic support to the division in relation to assigned meetings and events in London and overseas as including:
- Preparation and distribution of documentation and materials pertaining to meetings, visitors, and staff travel.
- Organising meetings and events, including minutes-taking and diary management.
- Sourcing of quotes from hotels, other service providers, and travel agents for air tickets.
- Preparation of budgets for events.
- Liaise with the Finance Team for cash advances and preparation of travel and acquittals for funds used.
- Reconciles reimbursements submitted by agencies, partners, and consultants for project expenditures.
- Assists with the distribution of publications, publicity materials, and newsletters.
- Ensures that all records in the division are classified in accordance with the overall Secretariat classification system.
- Maintains the Division's stationery stores in good order and ensures that stationery orders and requirements for the Division are met.
- Performs any other duties that may be required from time to time.
Person Specification Education:
- Secondary Qualification to “A” Level or equivalent vocational qualification.
Experience:
- At least three years’ experience in administrative duties and familiarity with financial procedures.
- Experience in diary management using Microsoft Outlook and minutes taking.
- Experienced in the use of Microsoft Office, especially Word, Excel, Power Point & Outlook.
Desirable:
- Previous experience in carrying out logistical arrangements.
Competencies Respect for Diversity:
- Works effectively with people from all backgrounds.
- Treats all people with dignity and respect.
- Treats men and women equally. Shows respect and understanding of diverse points of view and demonstrates understanding in daily work and decision making.
- Examine own biases and behaviours to avoid stereotypical responses and does not discriminate against any individual or group.
Working with Others:
- Works as part of a team to achieve shared objectives.
- Maintains an open, respectful, and professional approach to others.
- Works as a team to achieve shared objectives.
- Uses empathy and cultural awareness to facilitate working relationships.
- Builds rapport with colleagues.
- Identifies individuals internally within Commonwealth Secretariat and externally to help achieve own objectives.
- Maintains an open, respectful, and professional approach to others.
Communication:
- Interacts and communicates effectively with internal/external contacts.
- Provides feedback to colleagues effectively and in a timely manner.
- Writes memos, reports and papers that are succinct accounts of key information.
Adapting & Innovating:
- Adapts to changing circumstances and work demands.
- Shows a willingness to proactively take on new challenges and responsibilities.
- Quickly grasps new concepts and how to apply them.
- Demonstrates flexibility e.g. by working beyond own remit to achieve an objective.
- Will effectively reorganise activities when faced with changing contexts and demands.
Accountability:
- Takes ownership of assigned tasks, honours deadlines.
- Ensures timely delivery of outputs.
Adhering to Principles and Values:
- Adapts professional style to suit different situations with different individuals where appropriate.
- Ensures timely delivery of outputs within defined cost and quality standard parameters.
Our Company:
Malikshaw Interim & Executive is a specialist provider of talent management solutions helping our clients transform the delivery of our public services. As an Equal Opportunities Employer, we combine providing the best talent with delivering diverse, inclusive workforces and particularly encourage applications from candidates who are likely to be underrepresented. These include people from Black, Asian and minority ethnic backgrounds, disabled people, LGBTQI+ people, and women.
How to Apply:
Please apply through the link provided to send your application directly to the Recruiter managing this assignment.
If you qualify for any of the above, please notify us on your covering letter and your recruiter will confirm if the client is a member. We will then be in touch to discuss your suitability and arrange your Guaranteed Interview.
Should you require reasonable adjustments at any point during the recruitment process or if there is a more accessible way for us to communicate, please do let me know.
- Provides administrative support in the planning, execution and implementation of the division programmes.
