Whiteshield Operations Analyst

ABOUT US |

WHERE YOU FIT IN |

Operations Analyst

WHAT YOU WILL DO |

• Business process mapping
• 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
• Process improvement and automation
• 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
• Tools administration and adoption
• 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
• Data hygiene and reporting
• 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
• Operational transformation
• 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
• The stack you will work with
• Collaboration and knowledge: Slack, Notion, Claude
• Delivery and commercial systems: Scoro, HubSpot, Workable, Jira and Xero
• Analysis and mapping: Excel, and process-mapping tools

WHO WE LOOK FOR |

• 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

WHAT WILL MAKE YOU SUCCESSFUL |

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