Operations Assistant

The role of the Operations Assistant will provide essential administrative, logistical, and project support to both the Executive Assistant to the National Leader and the Executive Assistant to the Director of Operations. This role ensures the smooth delivery of organisational operations, leadership support, events, and internal processes. The Operations Assistant will enable both Executive Assistants to focus on strategic and high-level priorities by efficiently managing recurring, process-driven administrative functions.

This position suits a proactive and highly organised individual with a keen eye for detail, a collaborative approach, and a passion for supporting mission-driven work.

Roles and Responsibilities:

Meeting & Event Logistics

• Schedule meetings and coordinate logistics including venues, travel, and hospitality.
• Support preparation and delivery of key organisational events (e.g., New Wine Festival, Leadership Conference).
• Manage meeting reminders, attendance tracking, and room/tech setup.
• Support booking of trains and journeys

Document & Communication Management

• Format, proofread, and distribute meeting agendas, minutes, and action points.
• Assist in the preparation and collation of policies and procedures, following a guided annual timeline of review.
• Draft routine correspondence and internal communications.

Office & Resource Support

• Maintain filing systems (digital and physical), ensuring key documentation is accessible and up to date.
• Manage office supplies, equipment needs, and IT logistics coordination.
• Support Health & Safety documentation and compliance tracking.

HR and Finance Admin Support

• Assist with onboarding and induction processes for new staff.
• Maintain accurate staff records, training logs, and TOIL/leave tracking.
• Support expense collation and submission processes.

Project Coordination

• Track timelines, deliverables, and follow-ups for internal projects and events.
• Maintain shared calendars, task lists, and dashboards in Microsoft 365.
• Provide ad hoc support for initiatives such as wellbeing programmes and staff retreats.

Festival specific

·       Hospitality support onsite for various stakeholders

·      Supporting with Leadership Community co-ordination (rotas)

·      Leadership logistics (reserved signs, media forms etc)

This job description is intended to summarise the primary responsibilities and qualifications for this position. The job description is not intended to include all duties an individual in this position might be asked to perform or all capabilities that may be required now or in the future. New Wine reserves the right to revise the duties outlined in this job description at its discretion.  

Role Particulars:

Working Pattern:     Part-time 0.6 - 0.8 FTE working hours include at least one day in the London office each week, and a team day in the London office each month – these dates will be sent in advance. There is opportunity for this role to go up to 35 hours a week. The nature of this role means that some travel and working away from home will be required, as agreed in advance. Specifically, the Operations Assistant must be available for the New Wine Leadership Conference and the New Wine Festival.

Places of work:          This role is eligible for hybrid working. The Operations Assistant can work from home but will be expected to travel (see conditions above). You will be requested in advance to other venues for staff team meetings and gatherings and to certain key events throughout the year. 

Supervision:               The post holder will receive regular supervision from their line manager. 

Role review:               There is a three-month probationary period for this role. The post holder will then receive a quarterly rolling review of performance, the role, job description, terms and package.   

This post is subject to an occupational requirement that the holder be a practising Christian under Part 1 of Schedule 9 of the Equality Act 2010.  

 Application process: 

Key dates: The application deadline is 2nd June at 9am. We may close applications early if strong applicants are received before this time. We will invite shortlisted applicants to interviews w/c 9th June.

Application:              To apply, please send your CV and cover letter to recruitment@new-wine.org

The full job description, including further details of the position, can be found here.