Operations Analyst

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Whiteshield

WebsiteLinkedInAll Job Openings

51 - 200 employees

Whiteshield is a public policy & strategy advisory firm

📋 Description

• Lead the documentation of end-to-end business processes across operational and corporate functions. • Conduct stakeholder interviews and workshops to understand current processes. • Produce clear process maps, workflows and supporting documentation. • Capture decision points, approvals, dependencies and system interactions. • Build and maintain a central repository of operational processes and documentation. • Identify inefficiencies, duplication, manual activities and operational risks. • Design future-state, standardised workflows and, importantly, build them. • Build no-code automations on the existing stack (Slack forms and workflows, Notion databases and templates) so processes run with less manual effort. • Validate documentation and improvements with business leaders, and iterate. • Own the day-to-day administration of Slack and Notion: channel architecture, permissions and access, structure, hygiene and user management. • Maintain the Notion knowledge base as the single, well-organised home for processes and documentation. • Apply the permission and data-classification rules set by the Head of Operations. • Act as first-line support for Slack, Notion and Claude, and drive adoption across teams through simple guides and hands-on help. • Maintain accurate operational data across Scoro, HubSpot and the staffing tracker, ensuring consistency between systems. • Support resource planning by monitoring project allocations, utilisation and billability, ensuring staffing records accurately reflect delivery plans. • Proactively identify and investigate discrepancies between planned allocations and recorded time (e.g. consultants allocated to one project but logging time elsewhere), working with stakeholders to resolve issues and maintain governance. • Monitor staffing compliance, highlighting allocation conflicts, capacity risks and data quality issues that may impact reporting or resource planning. • Apply and maintain the shared project code structure to ensure consistency across projects, people, pipeline and time reporting. • Prepare recurring operational KPI and utilisation reports, ensuring dashboard inputs are accurate, reconciled and up to date. • Identify opportunities to improve data quality, reporting accuracy and operational governance through stronger processes and controls. • Contribute to the rollout of new operational platforms and ways of working. • Ensure documentation and data support future automation and a scalable operating model. • Produce reports and insights to support operational decision-making.

🎯 Requirements

• Naturally curious with a desire to understand how organisations operate. • Strong analytical mindset with exceptional attention to detail. • Able to simplify complex operational processes into structured documentation. • Confident engaging with stakeholders at all levels of the organisation. • Highly organised with the ability to manage multiple workstreams simultaneously. • Comfortable working independently in a fast-paced, evolving environment. • Solutions-oriented with a continuous improvement mindset. • Strong sense of ownership and accountability.

🏖️ Benefits

• Opportunity to contribute to a high-impact operational transformation programme. • Exposure to senior stakeholders across the business. • Fast-paced, collaborative consulting environment. • Opportunity to shape foundational processes that will support future automation and AI initiatives. • Potential for contract extension based on business needs and performance.