Office administrator

Posted 18 November by LMA

Within the boundaries of good practice and legislative requirements, the Finance & Office Administrator is responsible for delivering timely and effective administration services, ensuring our client meets its organisational objectives. Primarily this comprises:

Undertaking and all office administration duties (Finance, HR and Office Management & Admin)
Providing daily support to the Finance & HR Manager
Providing additional support to the Senior Management Team and their departments, as required
Continuous liaison with clients and suppliers
Handling details of a highly confidential and critical nature including contracts and complex invoicing
Contributing to continuous business improvement e.g. assist with operational and compliance processes and their implementation


Main Duties and Responsibilities

Finance

Managing accounts receivable and accounts payables
Raise sales subscription and consultancy invoice for approval
Preparation of monthly financial reports including bank/credit card reconciliations
Assist with Management Accounts preparation
Administer credit control and debt collection
Ensure costs processed are authorised and accurately coded
File and archive invoices and client/supplier financial information
Ensure local electronic financial information and filing systems are kept up to date

HR

New joiners: preparation of job offer letters, contracts of employment, take up references, obtain and input new starter documentation; process background checks etc.
Record keeping: maintain up to date employee records, including holiday, sickness, lateness, timesheets etc. on the HR system ensuring complete accuracy and confidentiality
Personnel files: create individual files (both electronic and paper), and maintain for easy retrieval of information
Benefits administration: process pension auto-enrolment, season ticket loans, life assurance, healthcare, childcare vouchers etc.
Assessment: administer probation and appraisal paperwork
Leavers: process leaver details, respond to references for former employees
Management Information: provide accurate staff data for routine and ad-hoc management reporting, including s
General Office Management & Administration

Screen calls, enquiries and requests, handling them when appropriate
Manage our offices and facilities and ensure they are maintained to the highest standards
Liaise and manage the cleaning contractors and facilities/building management/landlord, as applicable
Monitor people entering the office floor, ensure visitor's book is duly completed
Meet and greet all visitors, providing hospitality as applicable
Prepare meeting rooms for client/suppliers, including provision of refreshments and/or ordering food
Ensure entrance, waiting area and meeting rooms are kept neat and tidy by staff at all times, and are checked after visitors leave
Devise and maintain office systems, including data management and filing
Produce documents, briefing papers, reports and presentations
Photocopy and scan contracts and documents
Organise meetings and manage company diary
Take and prepare minutes of meetings as required
Process any incoming and outgoing mail, parcels, special delivery items and couriers
Handling with supplier/provider issues, agreements, tenders and service level agreements, as required
Purchase stationery and general office supplies
Raise software licences
Arrange travel, visas and accommodation
Organise company events e.g. Christmas party
Assist in management of staff compliance in Health & Safety training, audits and assessments, preparation of reports and follow up actions
Undertake ad hoc projects and other general duties which facilitate the smooth and efficient running of the office and business operations

Technical Skills, Competencies & Qualifications

A 'can-do' attitude and willingness to provide assistance and support where and when it's needed
A customer service-minded approach (to both internal and external clients);
Exceptional organisational and time-management skills
The ability to prioritise and manage workload to meet multiple strict and cyclical deadlines
Thinks ahead and delivers high quality work, on time, without being chased


Remuneration package

Competitive Salary
Annual bonus scheme (not guaranteed)
Annual salary review (not guaranteed)
Holiday 23 days, increasing with length of service
Birthday day off
Enhanced Maternity and Paternity Pay
Life Assurance
Private Medical Healthcare
Eye Care
Contributory Pension
Season Ticket Loan
Cycle Scheme / Techscheme

Required skills

  • Research team support

Application questions

Have you dealt with credit card reconciliations?
Are you familiar with journals?
Would you be happy to deal with finance, hr and general office admin support?

Reference: 39385896

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