Operations Administrator

Job Description Operations Administrator

Location: Midlands (within commuting distance of Birmingham)
Employment Type: Permanent or 12-month Contract
Start Date: January / February / March 2026

Purpose of the Role

The Operations Administrator provides essential daily administrative support across labour delivery, compliance, onboarding and worker management. Acting as the central coordination point between the Labour Manager, the outsourced Competence & Compliance partner (HCC), and the South Africa shared services team, the role ensures all documentation, records, communications and operational processes run smoothly and efficiently as the business scales from a zero base.

Key Responsibilities

Operational & Administrative Support

• Handle day-to-day administrative tasks that support labour allocation and workforce delivery.
• Assist the Labour Manager with shift confirmations, roster updates and worker communication.
• Act as a first point of contact for general worker queries relating to admin, onboarding or documentation.
• Support the Labour Manager in resolving daily worker issues, communication gaps or schedule changes.

Compliance & Documentation Management

• Collect, check and upload worker documentation including right-to-work evidence, ID, medicals and training certificates.
• Work directly with HCC (Wales) to ensure all compliance documents and competence records are gathered, verified and filed correctly.
• Maintain accurate worker records including contact details, availability, competencies, medicals and expiry dates.
• Chase workers proactively for missing or expired documentation and ensure files are complete before deployment.
• Ensure all records are audit-ready in line with RISQS, Sentinel and internal quality standards.

System Updates & Record Keeping

• Update internal systems with worker details, shift changes, medical certificates, drug & alcohol results and training records.
• Maintain accurate data flows between the UK team and South Africa shared services to ensure alignment on documentation, compliance and timesheets.

Onboarding & Worker Support

• Support onboarding by sending forms, welcome packs, safety documents and coordinating PPE where required.
• Ensure new starters have all necessary documentation completed prior to deployment.

Timesheets & Reporting

• Assist with timesheet collection, simple reconciliations and sending timesheet data to payroll.
• Prepare basic reports such as daily worker lists, rosters, onboarding trackers or compliance status updates.

Experience Requirements

• Experience in administrative or coordination roles, ideally within labour supply, rail, construction, recruitment or operational environments.
• Strong organisational skills and the ability to manage multiple tasks at pace.
• High attention to detail when handling documents, data and compliance information.
• Confident communicating with workers, internal colleagues and external partners.
• Competent with Microsoft Office and general workforce or compliance management systems.
• Experience in a fast-paced, high-volume environment is advantageous.

Personal Attributes

• Detail-oriented with strong follow-through and personal accountability.
• Highly organised and comfortable working to deadlines and time-sensitive tasks.
• Positive communicator capable of building rapport with a diverse worker population.
• Calm under pressure and proactive when challenges arise.
• Reliable, consistent and committed to maintaining high accuracy standards.
• Flexible mindset, comfortable supporting a small team and taking on varied tasks as required.

Reporting Structure

• Reports to the Labour Manager for daily operational tasks.
• Works closely with the outsourced Competence & Compliance Manager (HCC).
• Supports the Managing Director and South Africa shared services for documentation, timesheets and administrative coordination.

Overall Summary

The Operations Administrator is a crucial early hire that strengthens the UK start-up operation by supporting compliance, maintaining accurate documentation, and ensuring administrative processes run efficiently. The role enables the Labour Manager and compliance partner to operate effectively while providing stability, reliability and continuity as the business scales with lean headcount.