Finance and Office Administrator - Part Time

Finance and Office Administrator

Salary: £23,000 to £25,000 per annum, pro rata

Hours: 20-25 per week, Monday – Friday

Days in the office: 3 x days per week (Mon-Thurs with some flexibility)

Overall Aims

To support the Finance Manager in the day to day running of the Finance Department and asset management, with a focus on cost control. To take full responsibility for the day to day running of the Oxford office, including managing relationships with 3rd party suppliers, all consumables and health and safety.

Continuously embody BLUE’s values:

• Accountable
• Dynamic
• Intuitive
• Insightful
• Kindred
• Enterprising

Finance

The Finance Manager will provide training on the following specific finance tasks:

• Accounts payable: from invoice posting and query resolution to supplier statement reconciliations
• Accounts receivable, from invoice creation to query resolution and credit control
• Assisting with the preparation of multi-currency payment runs
• Processing of staff expense claims
• Reconciliation of company credit cards
• Assisting the Finance Manager with audits and checking for discrepancies in financial accounts
• Assisting with the process of supplier payment run
• Payroll administration (finance related)
• Administrative duties include Subscriptions, folder filing and scanning documents, liaising with IT to resolve staff queries/new starters, producing absence reports, and other Ad-hoc tasks

IT and Mobile Phones

• Assist our 3rd party IT Support provider in managing the asset registry of computer equipment that BLUE have currently and cost-effective offloading of any out of date / surplus hardware as and when needed
• Work with IT provider to manage ongoing replenishment of older stock
• Be the central point for all returned hardware from leavers, ensuring kit is stripped of existing accounts / profiles / data and refurbished ready for the next new starter
• Be the central point of contact between the People team and IT Support for all new starter hardware requirements including sourcing / ordering new hardware, adding / rotating licences, requesting new email addresses and setting up laptops ready for new starters in the correct office for their first day

Travel

• Be the central point of contact for all travel other than UK train tickets (unless reclaimable to client)
• Impliment the travel policy and manage any travel requests, identifying the most cost-effective routes and, wherever possible, charge costs back to clients

Oxford Office

• Take full responsibility for cost control of all consumables e.g. stationary, kitchen etc
• Maintain relationship with building management and cleaners
• Support client and other meetings held in the office
• Ensure all working practices are safe and compliant with Health & Safety legislation
• Take on fire marshal responsibilities
• Lead and co-ordinate health and safety training

Company Events

• Support the People team or Marketing Manager in organisation and procurement needs for internal or external company events

Essential Experience

The successful candidate will have solid commercial experience within an administrator role, including but not limited to:

• Some experience assisting with finances such as card reconciliation, checking employee expense receipts, sending out invoices, receiving invoices and credit control
• Experience of cost control of all consumables e.g. kitchen
• Strong attention to detail
• Excellent organisational and prioritising skills, able to work independently
• Strong written and verbal communication skills, confident in speaking with external parties from multiple countries
• IT skills including MS Office
• Booking commercial travel
• Dealing with sensitive, business critical information
• Stock management of office equipment e.g stationary or computer hardware

Beneficial Experience

• Any experience working with accounting software
• Experience with Sage
• Experience of coordinating health and safety training
• Previous experience as a fire warden
• Asset registry experience
• Management of 3rd party IT Supplier

Personal Perks

• 25 days holiday per annum, plus additional accrual opportunities after two years’ service - Pro-rata
• Loyalty bonus scheme from 3 years of employment
• Auto enrolment pension
• New business commission scheme (9% of first year’s fee for new business introductions)
• Rewards and perks through Perkbox - including discounts at national chains, access to health apps and wellness support
• Cycle to Work Scheme

Office Life

• Hybrid working – minimum of 3 x days per week in Oxford office
• Fairtrade tea and coffee, milks (including almond), and fruit
• Shower and bike storage

Sustainability

• Offsetting air travel

Career Development

• Full company and client inductions, regular in-house training workshops plus investment in external training for career and personal development
• Opportunity for international travel
• Client secondment scheme