Volunteer Operations Coordinator

The Role - Volunteer Operations Coordinator

Job Purpose:

At Tell My Truth and Shame the Devil C.I.C., our work depends on clarity, coordination and consistency. Operations are not just processes; they are the structure that enables people, programmes and purpose to function effectively.

The Operations Coordinator ensures that organisational activity is aligned, visible and executed efficiently in line with the organisation’s mission, safeguarding responsibilities and growth.

You will play a key role in connecting teams, workflows and systems ensuring that day-to-day operations are coordinated, accountable and sustainable as the C.I.C grow.

This is not a purely administrative role. It is coordination-driven, systems-focused and central to how the organisation delivers impact behind the scenes.

This role exists to:

• Support the coordination and execution of day-to-day organisational activities
• Translate organisational priorities into structured, actionable workflows
• Maintain and improve systems that support operational efficiency and team alignment
• Monitor progress, identify gaps and ensure timely follow-through across functions
• Support compliance with safeguarding and organisational policies
• Ensure consistency, documentation and scalability across operational processes

You are the link between teams, systems, execution and organisational visibility.

About the role:

To provide operational coordination, execution support and oversight of day-to-day organisational activities ensuring that work is effectively implemented, tracked and aligned with the C.I.C’s mission and safeguarding values.

The Operations Coordinator ensures that work happens effectively, while the Operations Analyst ensures that work happens efficiently. Both roles are complementary: one drives execution, the other drives improvement.

Why This Role Matters

Strong operational coordination:

• Ensures that tasks, projects and priorities are clearly organised and executed effectively
• Maintains safeguarding, compliance and ethical standards across all activities
• Creates visibility of who is doing what across the organisation
• Builds structured workflows that reduce confusion and duplication
• Strengthens the organisation’s ability to deliver consistently and grow sustainably

Without this role, organisational activity can become fragmented, unclear and difficult to manage. With it, the organisation operates with clarity, structure and confidence—ensuring that work is delivered effectively and aligned with its purpose.

Experience Qualification and Requirements

Technical & Operational Skills

Strong proficiency in:

• Google Workspace (Docs, Sheets) / Microsoft Office (especially Excel)
• Project, task and workflow management tools
• Operational and coordination systems (e.g., HubSpot, Salesforce or similar platforms)
• Ability to organise, track and maintain accurate operational data

Coordination & Execution Skills

• Strong coordination and organisational ability across multiple activities
• Ability to manage competing priorities and ensure timely delivery
• High attention to detail with consistent follow-through
• Ability to translate plans into clear, actionable steps

Problem-Solving & Judgment

• Strong practical problem-solving skills
• Ability to identify issues, gaps and inefficiencies in workflows
• Sound judgment in escalation and decision-making
• Ability to adapt quickly in a fast-moving operational environment

Communication & Collaboration

• Excellent written and verbal communication skills
• Ability to communicate clearly across teams and functions
• Strong stakeholder management and cross-team collaboration
• Ability to provide clear updates on progress, tasks and outcomes

Organisational Awareness

• Strong understanding of how teams, workflows and priorities interact
• Ability to think in terms of systems, coordination and execution
• Awareness of operational dependencies and team alignment

Professional Attributes

• Professionalism, discretion and reliability
• Strong sense of accountability and ownership
• Ability to maintain structure, consistency and confidentiality

Qualifications

• Bachelor’s degree in Business Administration, Management or a related field (or equivalent practical experience)
• Experience in operations, administration, coordination or similar roles (preferred)
• Experience working within structured teams or multi-functional environments

Preferred Background

• Operations
• Business Administration
• Project Coordination or related fields

Preferred Experience

• Operations coordination or administrative support roles
• Project or task tracking
• Workflow or process coordination
• Experience working in remote or volunteer-based organisations (advantageous)

Main Responsibilities/ Key Duties

Core Objectives:

• Ensure effective coordination and execution of day-to-day organisational activities
• Maintain clear visibility of tasks, responsibilities and progress across all teams
• Support timely delivery of projects, priorities and organisational goals
• Strengthen accountability, communication and operational consistency
• Enable smooth workflow execution across functions

1. Operational Coordination & Execution

• Coordinate and oversee daily operational activities across teams
• Ensure tasks, projects and priorities are clearly assigned and executed on time
• Translate organisational plans into structured, actionable workflows
• Maintain momentum and continuity across ongoing activities

1. Task Tracking & Progress Monitoring

• Track deliverables and monitor progress across teams and functions
• Maintain centralised trackers (e.g., Google Sheets, project tools)
• Follow up on action points to ensure completion and accountability
• Ensure all task updates are accurate, visible and up to date

1. Communication & Alignment

• Facilitate clear, consistent communication across departments
• Act as a central coordination point between teams and leadership
• Ensure alignment between priorities, timelines and deliverables
• Provide structured updates on progress, risks and outcomes

1. Meetings & Coordination Support

• Organise and support operational meetings across teams
• Prepare agendas, capture notes and track action points
• Ensure follow-through on decisions and assigned responsibilities
• Maintain clear documentation of discussions and outcomes

1. Systems & Workflow Management

• Maintain operational systems (emails, shared documents, trackers, workflows)
• Ensure systems are organised, accessible and consistently used
• Support on boarding, access and integration of team members into systems
• Promote standardised processes and documentation practices

1. Risk Identification & Escalation

• Identify operational inefficiencies, delays and bottlenecks
• Proactively flag risks such as missed deadlines or lack of progress
• Escalate complex, sensitive or high-risk issues to leadership
• Support resolution by ensuring visibility and follow-through

1. Cross-Functional Coordination

• Work closely with Team Leads, HR and Operations functions
• Ensure coordination between teams to avoid duplication or misalignment
• Support organisational cohesion through structured collaboration
• Align execution with organisational priorities and capacity

Scope and Boundaries for the Role

To ensure clarity and efficiency:

The Operations Coordinator WILL:

• Coordinate and track day-to-day operational activities
• Ensure visibility, follow-through and alignment across teams
• Support communication, structure and execution of workflows

The Operations Coordinator WILL NOT:

• Make unilateral strategic or policy decisions
• Replace Team Leads or assume ownership of departmental outputs
• Independently enforce performance or manage staff
• Take on purely analytical or reporting-focused responsibilities

Working Relationship

The Operations Coordinator will:

• Report to the Director of Central Operations & Executive Coordination
• Work closely with the Operations Analyst, Team Leads and support functions
• Enable execution while supporting leadership direction
• Act as a central coordination link across all teams

Key Performance Indicators (KPIs)

Success in this role will be measured by:

• Timeliness and consistency of task and project execution
• Visibility and accuracy of operational tracking systems
• Effectiveness of communication and coordination across teams
• Reduction in delays, bottlenecks and missed deadlines
• Improved alignment and workflow efficiency across the organisation

What Success Looks Like in This Role

Within the first 60–90 days, the Operations Coordinator should:

• Establish clear and functional task tracking and coordination systems
• Ensure consistent follow-up and completion of key organisational activities
• Improve visibility of responsibilities and progress across teams
• Strengthen communication and alignment between functions
• Support smoother, more efficient day-to-day operations

Safeguarding, Quality & Delivery Risks

Safeguarding Risks

• Reduced oversight of shared systems and processes
• Increased risk of misuse or mismanagement of sensitive information
• Gaps in accountability and compliance monitoring

Quality Risks

• Inconsistent standards and outputs across teams
• Increased likelihood of errors due to lack of coordination
• Reduced quality assurance and follow-through

Delivery Risks

• Delays in project execution and missed timelines
• Bottlenecks due to poor coordination
• Reduced ability to meet organisational goals effectively