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Central Operations Executive (10 Month Maternity Cover)

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Role area:
Retail HO & District Managers
Contract type:
Full Time
Location:
Dublin
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Job Title: Central Operations Administrator

Reporting Line: Head of Central Operations

Role Overview/Purpose:

This role is responsible for all Central Operations administration and support. There is a particular emphasis on rota management as this role takes responsibility for ensuring rotas are managed and set as optimally as possible. Additionally, this role provides general support to the Operations function as required, with a focus on ensuring all processes and procedures are delivered efficiently in support of the Shop teams.

Key Responsibilities:

  • Responsible for managing a high volume of communications between the Central Operations team and Shop Managers primarily but not exclusively relating to Rota’s holiday & absence
  • Ensure all incoming emails and people related queries are responded to accordingly and in line with Department’s Service Level Agreements
  • Provides feedback to the Business where there are any discrepancies on the rota’s with prioritisation of discrepancies that have a potential commercial impact
  • Run the daily optimal rota report for all districts, and send to Shops, District Managers and Head of Operations
  • Run the 4 Weekly optimal rota report. Check data for common trends and report on any issue affecting districts
  • Checking for unallocated shifts on rotas and reporting any rota discrepancies to shop managers and District Managers
  • Complete Weekly and Monthly payroll checks reporting results regarding compliance to District managers

  • Complete ad hoc testing to ensure all Central Operations processes are running optimally and take steps to address any issues that are identified
  • Responsible for sending regular monthly and ad hoc communications to all shops, as required
  • Maintain and update department trackers, ensuring accuracy and completeness of all data
  • Continually seek new ways of improving the rota processes, and efficiency with in the team
  • Provide support as required to the Central Operations team ensuring all operations are managed effectively and in a timely manner.

Required Competencies

  • Driven to deliver the highest standards, with an understanding of the importance of a quick and accurate process at all stages
  • Solid understanding of Rota management
  • Able to work at pace and deal with a high volume of administrative activities, whilst effectively prioritising tasks
  • Strong communication skills – able to talk to and advise Key Stakeholders including Shop managers, District Managers and Head Office teams and Shopworks
  • Collaborative team player who can also show empathy when dealing with queries
  • Highly organised and time efficient, able to keep within service level agreements and motivated by delivering results
  • Curious and eager to explore new opportunities and ways of increasing efficiency

Education, Qualifications & Experience

  • Microsoft Office skills, including Outlook, Word and strong proficiency on Excel
  • Able to provide basic advice and guidance to stakeholders
  • Experience of working with Shopworks systems preferred
  • High volume staffing administration experience preferred
  • Experience of working in a fast paced customer facing environment