Operations Administrator

Operations Administrator, Museum, London, part time temp role, £15 p/h plus holiday pay.

Our client, a world-renowned Museum based in London requires an operations administrator to start ASAP. You need to be immediately available. This is a part time role requiring you to work three days a week.

The main duties of the Administrator role are:

• Providing Financial administration support
• Raise purchase orders with supporting documentation. Check & process purchase invoices
• Collate and obtain regular Performing Rights Music Licensing
• Updating the Utilities and AMR (Automated Meter Reader) contracts tracker and support with procurement requests
• Review open purchase orders on finance system to ensure queries and disputes are followed up and invoices are received to ensure accurate spend on Operations budget
• Update the Estates rent and rates payments and contract tracker document
• Support with ad hoc FOI (Freedom of Information) requests and collating data
• Support Strategy & Finance team with Annual Sustainability return, collate & obtain data
• Manage the journal requests across budgets and submit monthly to finance
• Provide annual Fixed asset reporting and returns to finance
• Update various monthly spend analysis spreadsheets on time and accurately and assist with quarterly budget reforecasting
• Provide central Stationery account back up approval where required
• Admin of projects & reports & support with scheduling and minuting contract or Board meetings
• Support with annual audits & contract spend and income audits
• Manage and monitor timely payment of key supplier bills
• Support with Financial Year end tasks and various reports
• Ensure all billing is accurate, with checks to ensure no errors and income is reported correctly
• Commercial income reconciliation support
• Maintain accurate and up to date filing of quotations, PO’s and invoice information
• Undertake accurate data entry and process any orders or invoices in accordance with financial governance and procedures
• Assist with compiling data or info for operational or financial reporting where required
• Professionally liaise and communicate with all departments and external contractors
• Ensure key contract supplier statement of accounts are regularly reviewed and reported
• Review Aged Debt reports sent by finance and chase up overdue client debts

Skills and experience

• Secondary education to GCSE level, with good standards in Mathematics and written English
• Highly numerate with experience in accounts and commercial administration and reporting
• Ability to analyse administrative processes, to take initiative and introduce improvements
• Experience of using purchase ordering and financial systems
• Good working knowledge of Microsoft packages (Word, Excel & Outlook)
• Working towards a financial qualification similar to AAT
• Experience of reporting financial figures in easy-to-understand formats
• Experience of working in a Support department providing admin and financial assistance
• Demonstrates a commitment to learning new skills and knowledge
• Responds positively to opportunities to gain new experiences and improve own performance
• Demonstrates an ability to understand priorities, manage workloads effectively and consistently deliver good quality work on time
• Pays attention to detail and stays focused at key times. Positive and enthusiastic individual and flexible in thinking and approach. Takes ownership when required
• Enjoys working in a team and offers colleagues plenty of support
• Contributes ideas and listens carefully
• Remains co-operative and tactful at all times
• Treats all professionally and deals with all queries courteously
• Uses spreadsheets and systems to streamline and be aware of more efficient ways of carrying out tasks
• Works in a cost-effective manner
• Makes efficient use of resources and adheres to financial rules and procedures

This is a great opportunity, apply now!

Due to the large number of applications that we receive, only shortlisted applicants will be contacted.

Val Wade Recruitment are actively looking for applicants from underrepresented communities, and pride ourselves as an equal opportunities’ employer and agency.