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Design Ops Administrator

Salary:£17,500 (£25,000 full time equivalent)

Job type:Part-time (permanent) 3.5 days per week

Job location:Edinburgh or remote

Direct reports:None initially

Pattern

We’re looking for a Design Ops Administrator to join the team part time, working three and a half days per week.

Design Ops is the glue that holds the Nile team together. Reporting to Victoria, our Design Ops Manager, you’ll help Nile teams get the tools and information they need to deliver projects.

As a Design Ops Administrator you’ll oversee a wide range of collaborative, design and research software, as well as the private data held within them. You’ll monitor spend versus budget, and keep a lookout for opportunities for better efficiency or automation.

About us

Nile is a strategic design consultancy on a mission to leave behind a better world, one changemaker at a time.

Founded in 2006, we’re a multidisciplinary team of designers, researchers, and foresight practitioners. Our HQ is in Edinburgh, but we work remotely all around the UK and are supported by a global network of specialist associates.

Over the years we’ve worked with hundreds of teams to bring clarity and confidence to problems worth solving. Our clients, freelancers, and friends have told us they like us because our work matches the principles we live by: human-centred, inclusive, and focused on making purposeful progress.

Nile became a BCorp in 2021. That means we’re a leader in the global movement for an inclusive, equitable and regenerative economy. We adhere to the highest social and environmental performance standards, and hold ourselves accountable to all stakeholders.

Alongside our corporate consulting work, we also support start-ups, scale-ups, and corporate innovation teams with early design intervention via The CoFoundry.

What we offer

About you

  • You’ve got broad experience in an administrative role, and you can tell us stories about situations when your strong organisational skills, accuracy, and attention to detail have made a meaningful difference to your colleagues.
  • You can manage your own workload effectively, prioritising tasks and reliably delivering work on time.
  • You’re a clear, concise communicator.
  • You’re straightforward to work with, and manage expectations well. That means you’re not afraid to say ‘I don’t know, but I’ll find out’. Nobody at Nile is expected to have all the answers, but we trust each other to put in the work to get the job done.
  • You’re comfortable with technology and software. We use Google Workspace, Slack and ClickUp alongside a long list of design and research tools that you’ll be administering. You’ll also have proven ability to interpret and manipulate datasets and spreadsheets in Excel and Google Sheets (that means filtering, sorting, and applying basic formulae, for example).
  • You’ve got a growth mindset, and the drive to learn new tools and processes to get the work done in a collaborative and supportive environment.

About the role

This is a UK based role. You need to have permission to live and work in the UK.

You can be in Edinburgh, or remote. Most of the team are based in Edinburgh, but we’ve got more and more team members choosing to work remotely. We get together for work and social things regularly, so if you’re a remote worker we’ll invite occasional travel to Edinburgh so we can see you face to face (fully funded and accommodated, obviously).

You’ll run our associate administration

  • You’ll administer our freelance associates’ statements of work
  • You’ll track and approve associate timesheets (with input from project leads)
  • You’ll own administrative tasks related to hiring and onboarding associates
  • You’ll support on key cultural moments and events for team

You’ll support client projects

  • You’ll help keep our project teams organised, keeping an eye on upcoming deadlines
  • You’ll manage consent forms and incentives for design research participants 
  • Over time, you’ll come to support key aspects of the project lifecycle, such as quality assurance, onboarding, and project debriefs

You’ll improve our practice

  • You’ll support adherence to our Information Security, ESG and ISO/Quality standards obligations
  • You’ll coordinate the maintenance of our Standard Operating Procedure library
  • You’ll make sure operational documentation and policies are brand compliant

You’ll help to grow the business

  • You’ll maintain our roster of SAAS suppliers that provide secure, ethical, and value-for-money services, and vet and onboard new suppliers and partners
  • You’ll manage the secure and cost-controlled approach to software licence management, including management of licence renewal processes with certain suppliers
  • You’ll identify cost reductions and design new processes or improvements

You’ll manage our data

  • You’ll manage and implement data retention policies under GDPR
  • You’ll monitor cloud-based data backup solutions and make sure automated data retention policies are running to schedule
  • You’ll help identify workflow automations to reduce manual administration and increase data visibility across the business
  • Over time, you’ll support on and curate data reports to aid business decision-making, using tools such as Excel and Google Data Studio

How to apply

Email your CV and portfolio (if you have one) to Susie Walker, our Head of Talent, at susie@nilehq.com.

Be sure to tell us a little about yourself, why you want to work at Nile, and the type of challenges you’re passionate about. Like a cover letter, but a little less formal.

We promise to get back to you. 

(P.S. No recruiters, please.)

By the way – if you’re interested in this role or in Nile, but have a slightly different skillset or experiences to those listed above, please do still get in touch with Susie and talk it over. You never know, it might lead to something amazing.