Ashfield Healthcare

• Take ownership of the day-to-day logistics and operational tasks, examples below.
• Manage the packing, delivery, and return of Donor Recruitment event boxes for external supporters.
• Manage the packing, postage, and replenishment of Donor Blood Draw boxes for Donors found to be a potential stem cell match.
• Open all incoming returned swab kits and manage a weekly shipment to the company’s Lab in Germany.
• Work closely with and collaborate with the Donor Recruitment Team and Donor Requests Team in day-to-day workload.
• Maintain good working knowledge of the Donor and Initiator Journeys.
• Challenge the status quo and suggest improvements in processes to the relevant teams and management.
• Generate and submit weekly/monthly reports on workload and stock management.
• Oversee stock management and ordering, including monthly and annual stock counts.
• Assist with management of the shared email inbox for the operations team.
• Work with external stakeholders, such as couriers and external fulfilment partners.

Office Administration & Reception Assistance

• Work with the Office & Operations team to ensure the smooth running of the office, acting as a point of contact for visitors when cover of reception is required.
• Sign for deliveries, manage incoming/outgoing post for all departments, and arrange couriers.

Facilities & Health & Safety Management

• ·    Support the Office & Operations team in fire marshal/fire and emergency evacuation drills and ensure compliance with H&S regulations.

OTHER DUTIES

• Provide support to other teams during peak periods.
• Participate in staff training, team meetings, and company events.
• Ensure compliance with data protection, confidentiality, and equality policies.
• Undertake additional duties as required.

SKILLS & EXPERIENCE

• Proven experience in an administrative, office management, or operations role.
• Ability to manage multiple tasks, prioritise workload effectively, and meet deadlines.
• High level of accuracy for handling donor materials, logistics, and compliance-related tasks.
• Strong attention to detail.
• Strong verbal and written communication skills with the ability to engage professionally with staff, visitors, and external stakeholders.
• Friendly and professional approach to handling enquiries and welcoming visitors.
• Comfortable using Microsoft Office (Word, Excel, Outlook, Teams), databases, and other office systems.
• Experience in handling inventory, ordering supplies, and coordinating deliveries.
• Understanding of coordinating office maintenance, liaising with contractors, and ensuring a well-functioning office environment.
• Proactive in identifying issues and implementing practical solutions.
• Able to take initiative and work independently with minimal supervision.
• Willingness to collaborate and support colleagues across different departments.
• Comfortable working in a fast-paced environment and adjusting to changing priorities.
• Passion for supporting a life-saving cause and working with a purpose-driven organisation.

DESIRABLE SKILLS & EXPERIENCE

• Experience working in a charity or non-profit organisation.
• Knowledge of GDPR and data protection best practices.
• Familiarity with data handling or logistics in medical shipments.