HTB Operations Coordinator (Leadership Development and Rising Generation)

Role

Role purposeThe Operations Coordinator (Leadership Development and Rising Generation) plays a vital role in supporting the effective delivery of HTB's (Leadership Development and Rising Generation) events and programmes, including but not limited to The Pre-Marriage Course, Leadership Cohort, Connect Group Leaders Training, Connect Group Leaders Gathering. With a focus on Leadership Development and Rising Generation this role ensures all operational, administrative, and logistical elements are well-managed and enables consistent implementation and excellent output.Key deliverablesListed below are the key elements that the role holder will be accountable for delivering:

Operational & Administrative Support

• Plan and coordinate the logistical and operational elements for all Leadership Development and Rising Generation events, services and initiatives with a focus on The Pre-Marriage Course, Leadership Cohort, Connect Group Leaders Training and Gathering.
• Manage departmental inboxes and calendars, including meeting scheduling, inquiry responses, and follow-ups.
• Onboard new suppliers, team and congregation.
• Maintain and update department systems such as project trackers, schedules, and service and events databases.
• Support the continuous improvement of workflows and administrative systems, suggesting efficiencies where appropriate.
• Ensure projects, services and events adhere to safeguarding, legal, GDPR, insurance, and health & safety requirements.
• Process invoices, expenses, and credit card submissions accurately and on time.
• Oversee departmental tools and resources including software, hardware, and operational records—ensuring everything is up to date and functional.
• Procure equipment, stationery, and other supplies required for programme delivery.
• Act as primary point of contact for staff, volunteers, HTB congregation and programme/event participants, responding to queries, fielding requests and ensuring information flows effectively across all stakeholders
  
  

Programme & Project Coordination

• Support the delivery of Leadership Development and Rising Generation events, services and projects through effective logistical planning and coordination.
• Track expenses and assist with budgeting and financial forecasting.
• Organise internal and external venue bookings, hospitality, technical equipment, and other logistical requirements.
• Create and manage project plans, checklists, and updates; support the team in meeting key milestones and deadlines.
• Coordinate the creation and delivery of relevant media, comms and programme content materials for our services and events.
• Facilitate clear, timely communication across the department, with other teams, HTB Congregation and programme/event guests and participants
• Coordinate logistics for departmental activities relating to major off-site events such as Focus and the Leadership Conference.
• Maintain accurate service and events records using church management systems such as ChurchSuite.
• Collaborate with Operations Coordinators and Managers across departments as needed.
• Support the mobilisation of the wider congregation by creating opportunities for involvement in department activities.Core behavioural competencies
• Works well with all fellow team members to deliver an excellent service to the whole organisation.
• Is able to adopt a positive attitude to change, even when it is not fully understood, and works hard to find creative solutions.
• Demonstrates high levels of commitment and flexibility; is willing to lay down personal projects for the good of the team.
• Regularly asks for feedback and looks for opportunities to learn from others and continually improve their work.
• Shows awareness and respect for different viewpoints, remains gracious under challenge, and always remains constructive.
• Keeps going, even when it is hard, but seeks appropriate help when necessary.
• Contributes fully to the day to day operation of their team or area, with flexibility and without the need for close supervision
• Using a good degree of proficiency and well - established professional knowledge, will analyse and help to find solutions to challenges and issues that ariseEssential skills, experience & knowledgeThe following skills and experience form the minimum requirements for the role:
• Proven Coordination Experience: Minimum 2 years of experience coordinating projects and operational tasks, with a demonstrated ability to manage multiple responsibilities effectively.
• Passion for Church events: Deeply committed to supporting and growing ministry, church events, services and enabling congregation involvement and developing Leaders
• Excellent Communicator: Confident and professional in both written and verbal communication; able to engage effectively with a wide range of stakeholders across all levels.
• Strong Organisational Skills: Proven ability to prioritise tasks, manage a busy schedule, and remain calm and focused under pressure.
• Effective Problem Solver: Takes a proactive and logical approach to identifying challenges and offering clear, actionable solutions.
• IT & Software Skills: Highly proficient in Microsoft Office Suite (Word, Excel, Outlook), with excellent digital literacy and adaptability to new platforms.Desirable skills, experience & knowledgeThe following skills and experience would be greatly beneficial:
• Active and Committed Church Member: An engaged member of HTB church, with a willingness to invest in understanding different areas of church life and build strong relationships with key contributors and teams.
• Proficient using Church Management Software: confident and experienced in using ChurchSuite and similar church management systems.
• Self-Starter with Team Spirit: Able to work independently with initiative and accountability, while also thriving in collaborative team environments with a positive, can-do attitude.
• Adaptability and Resilience: Comfortable working in a dynamic, fast-paced environment; able to adjust quickly to shifting priorities and deadlines.
• Numerical and Administrative Strengths: Strong numerical skills with a high level of accuracy and attention to detail; capable of maintaining well-organised systems and records.
• Operational Compliance: Working knowledge of compliance areas such as safeguarding, GDPR, and health & safety in a Church context.