Operational Support Administration Executive

Job summary

Job Purpose:

The key purpose of this role is to support the Operational Support Manager (OSM) by carrying out a variety of detailed administrative tasks, while maintaining accurate and timely records that reflect daily activity and decision-making, all to a high, auditable standard. This is a great opportunity for someone with a great eye in detail and who enjoys working in a fast-paced, collaborative environment. You will be responsible for managing duties that support the financial recovery process, from creating and sending formal letters and invoices, to updating trackers and proactively chasing outstanding payments.

This role requires a well-organised approach to tracking progress, sharing updates, and communication to support the operational integrity, stay complaint and on track.

Job description

Key Responsibilities and Accountabilities:

The role holder will be accountable for actions associated within 3 key areas, Recovery, Operations Investigation Group (OIG) and Operational Support. Key responsibilities are;

Recovery:

• Review all Impact Assessment (IA) forms in SharePoint to ensure accuracy and alignment with recovery requests, ensuring that discrepancies are identified and resolved with the OSM.
• Create Customer Credit Forms (CCF) collating additional information and ensuring all details are accurate and reflective of the recovery request.
• Draft and issue recovery letters, following the established process and developed templates.

• Maintain assurance insights (AI) records within Salesforce for audit purposes.
• Maintain operational trackers, providing clear visibility into progress and status updates.
• Monitor and follow up on outstanding recovery invoices, support the OSM in addressing customer inquiries regarding disputed invoices and escalating unresolved issues appropriately.
• Ensure timely updates of Workday accounts for liquidated companies or entities undergoing liquidation

Operations Investigation Group (OIG):

• Coordinate OIG meeting preparations inclusive of pack creation and data sourcing to ensure all documentation and notes are accurately recorded, maintained and meetings minuted.
• Implement structured follow-up processes for assigned actions, providing clear direction and expected. timeframes.
• Maintain operational tracking systems, ensuring up-to-date visibility of ongoing investigations and decisions.
• Update Assurance Insights records to reflect OIG resolutions and action points.
• Conduct regular reviews of the CGR tool to ensure accurate reporting and status tracking.

Operational Support:

• Support the OSM in the creation, communication, documentations and tracking of
  • Project suspension letters
  • Project Termination Letters
  • Correspondence resulting from the administration of liquidation of businesses
• Support the relationship with the Innovate UK loans team and ensuring that Innovate UK Operations are aware of any businesses that are in breach of terms and conditions or have been refused loans. The outcome is to ensure that Innovate UK do not fund these people
• Responsible for the Assurance list tracking for review and confirming the current status of businesses that are, in breach of Terms and Conditions, subject to fraud investigations, on suspension or are in the termination process.
• Assist the OSM and additional internal stakeholders to identify areas for improvement.
• Assist the OSM with documenting all processes and investigations for audit purposes.
• Assist in creating and maintaining accurate standard operating procedures.

Person specification

Experience & Qualifications:

Essential –

• Education to degree level or equivalent experience (S).
• Excellent written and oral communication (S&I).

Experience:

Essential –

• Substantial experience of documenting processes (S&I).
• Problem solving – data gathering and root cause analysis (I).
• A clear track-record of developing and managing highly effective working relationships (S&I).
• A track-record of driving your own work, without the requirement for hands-on supervision (S&I).
• Problem solving – data gathering and root cause analysis (S&I).
• Keen analytical skills, including the ability to quickly understand new and issues, processes of systems and to apply solutions and communicate in a simple and clear way to a wide audience (S&I).
• Ability to manage often conflicting demands of multiple stakeholders whilst protecting the integrity and ownership of the documented processes (I).

Skills:

• Gravitas and the clear confidence to engage effectively and build relationships quickly with a broad range of stakeholders.
• Facilitation skills at every level to ensure wide understanding and buy in to business processes.
• The ability to thrive in agile and changing environment.
• Adaptability and a flexible approach, able to deal with changing demands in a shifting environment – able to develop based on the changing requirements of the role.

Benefits

Alongside your salary of £30,895, Innovate UK contributes £8,950 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

1st interview incl presentation.

Interviews will either take place remotely via Teams or in person face to face.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

Please note this Post is NOT regulated by the Civil Service Commission.The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

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Contact point for applicants

Job contact :

• Name : Recruitment@ukri.org
• Email : Recruitment@ukri.org

Recruitment team

• Email : Recruitment@ukri.org