Operations Administrator

Role purpose

This role ensures that PPL’s operations run effectively behind the scenes. As Operations Administrator (Systems), your primary focus is on maintaining, improving, and supporting the systems, processes, and administrative foundations that enable the organisation to function smoothly and scale effectively.

You will help to identify the underlying causes of operational issues, working with responsible owners to resolve recurring problems, improving workflows, maintaining accurate data and documentation, and ensuring systems are set up and used correctly.

You will work closely with the Operations Administrator (Front of House) to support day-to-day delivery and ensure continuity of service. While your primary focus is on systems and process, you are expected to support and cover front-of-house responsibilities when required.

This role requires strong attention to detail, structured thinking, and the ability to work independently on tasks that require focus and consistency.

This role is office-based, and requires flexibility in working hours to open and close PPL premises.

Key responsibilities

Systems & Process Management

• Maintain and administer organisational systems, ensuring they are accurate, up to date, and functioning effectively, highlighting to system owners and leadership when there are issues that require attention

• Set up and configure user access to systems, tools, and platforms (e.g. onboarding new starters, managing permissions, removing access where required).

• Identify recurring operational issues and work with system owners to resolve root causes through process improvement

• Develop, document, and continuously improve standard operating procedures and internal guidance.

• Support the consistent and effective use of systems across the organisation.

Data & Administration

• Collaborate with system and process owners to ensure we have accurate organisational records, including employee data, operational documentation, and system information.

• As required, support HR and Finance processes through structured administrative tasks (e.g. payroll inputs, onboarding documentation, record management).

• Ensure data integrity across systems, identifying and correcting errors where needed.

• Support reporting requirements by maintaining clean, accessible, and reliable data.

Operational Coordination

• As required, support the delivery of repeatable operational processes (e.g. onboarding, off-boarding, system updates, compliance activities).

• Assist with audits, compliance checks, and documentation reviews.

• Maintain tracking tools such as action logs, process checklists, and internal records.

Issue Resolution & Continuous Improvement

• Take ownership of operational issues escalated from the Front of House role where deeper investigation or system changes are required.

• Diagnose problems, identify patterns, and implement solutions that reduce future recurrence.

• Work with functional leads (HR, IT, Finance, Facilities) to improve how processes operate across the organisation.

• Contribute to building a more efficient, scalable, and well-structured operational environment.

Front of House Support & Team Cover

• Support front-of-house responsibilities during busy periods or where additional capacity is required.

• Provide full cover for the Operations Administrator (Front of House) during periods of sickness or annual leave.

• Maintain a working knowledge of front-of-house processes to ensure seamless continuity of service.

• Work collaboratively to ensure the organisation always has a clear, responsive front door.

Core Competencies

Essential criteria

• Experience in an administrative, operations, or systems-focused role.

• Strong attention to detail and ability to maintain accuracy across multiple systems and processes.

• Highly organised, with the ability to manage structured tasks and competing priorities.

• Ability to work independently on tasks requiring focus, consistency, and follow-through.

• Logical and structured thinker, with the ability to identify problems and improve processes.

• Clear and professional communication skills.

• Strong sense of ownership and accountability.

• Proficiency in Microsoft Office and experience working with organisational systems.

Desirable criteria

• Experience supporting HR, Finance, or operational systems.

• Experience with onboarding processes, system configuration, or access management.

• Experience documenting processes or improving workflows.

• Experience working in a consultancy or professional services environment.

Success in Role

You will be successful in this role if:

• Systems are accurate, reliable, and consistently used across the organisation.

• Recurring operational issues are identified and resolved at source.

• Documentation and processes are clear, accessible, and up to date.

• The organisation operates with increasing efficiency and consistency over time.

• Front-of-house responsibilities are seamlessly covered when required