Operations Assistant

Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients.  We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data, and business applications.  We have a passion for using technology to solve business problems, working in partnership with our clients to help in achieving their goals. 

About the role: 

This is a hybrid role, 2 days per week in our Glasgow and the other days can be remote.

Responsibilities:

Resourcing

Liaison with Talent Acquisition Team; Support with setting up interviews, preparation of paperwork pre and post interview

Contract Management

Creation of paperwork required such as Personnel Requisition forms, Purchase Orders, Contracts; Filing and storage of all

documentation to align with QMS requirements; Monitoring and reporting on contract renewals according to resourcing requirements

Leavers and Joiners

Supporting the starter and leaver processes including support with Inductions and Client onboarding / offboarding

Management of engagements

Help with setting up new starters and jobs in the Timesheet Management System; Ensuring all engagement documentation is

complete and filed appropriately; Monitoring and management of Time Writing, escalating any omissions/issues to Operations Lead

Liaising with clients on aspects including personnel logistics

Finance:

Liaise with Finance team on client and associate invoicing issues

Here are the key skills and experience relevant to this role: 

Key Technical Skills:

• Experience of Microsoft Office packages including Word, Excel and Outlook is essential
• Experience in Office or Operations Administration duties
• Internal auditing qualifications or experience is advantageous (but not essential)
• Experience in recruitment or staff onboarding
• Reporting and analysis
• Key Personal attributes:
• Managing Yourself – Balancing Priorities​
• Being Confident – Relishing Challenges
• Thinking Ahead – Immediate Thinking​
• Commercial Awareness – Avoiding Waste​
• Delivering Results – Achieving​
• Collaborating – Sharing Understanding

At Sword, our core values and culture are based on caring about our people, investing in training and career development, and building inclusive teams where we are all encouraged to contribute to achieve success.  

We offer comprehensive benefits designed to support your professional development and enhance your overall quality of life.  In addition to a Competitive Salary, here's what you can expect as part of our benefits package: 

Personalised Career Development: We create a development plan customised to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth. 

Flexible working: Flexible work arrangements to support your work-life balance.  We can’t promise to always be able to meet every request, however, are keen to discuss your individual preferences to make it work where we can. 

A Fantastic Benefits Package: This includes generous annual leave allowance, enhanced family friendly benefits, pension scheme, access to private health, well-being, and insurance schemes, an employee assistance programme, discounted cash plan and more…. 

At Sword we are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement. If you don’t tick all the boxes but feel you have some of the relevant skills and experience we’re looking for, please do consider applying and highlight your transferable skills and experience. We embrace diversity in all its forms, valuing individuals regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity status, race, colour, nationality, ethnic or national origin, religion or belief, sex, or sexual orientation. Your perspective and potential are important to us. 

If we can do anything to help make the hiring process more accessible, please let our talent acquisition team know when you apply so we can support any adjustments.