Finance And Service Administrator Jobs in City Of London, Greater London

We deliver rapid and sustained outcomes in our Early Years’ service by working with parents and children together. Empowering parents to feel resilient and confident in meeting the needs of their child leads to aspirational, informed choices creating a positive and successful step into primary education. Our schools and Post-19 service have a specialist curriculum that ensures sustained success beyond the age of 25, setting children and young adults up with the skills and independence to lead a life of their choosing. By teaching them the academic and life skills they need and through the promotion of a happy, caring environment, we nurture the confidence, independence and self-belief to enable them to make the most of the next stage of their life or education. We also work more widely, activating networks and building local capacity with our solution focused Outreach team. Our unique BeyondAutism Fast Responder® service works at the point of crisis to change the national picture and reduce school placement breakdown

Main duties

Form a close working relationship with the Marketing and Finance teams

Lead the development and delivery of the Outreach Services strategic plan

Take overall control of the delivery, development and quality standards of the Outreach Services – BeyondAutism Fast Responder®, Outreach and Training Meet sales targets

Ensure that the Outreach Services impact measures are robust, compliant and support current activities and future growth

Take a lead role in the promotion of BeyondAutism’s Outreach Services Development and strategy

Develop and deliver the Outreach Services strategic plan in line with the organisational strategic objectives

Market and stakeholder analysis – contribution to and evaluation of options as charity develops, monitor progress

Manage the resolution of Outreach Services’ customer complaints and concerns, increasing the positive reputation and profile of BeyondAutism

Grow the national BeyondAutism Fast Responder® network Finance/budget Achieve sales targets Ensure appropriate reporting of sales to the CEO and COO Overall responsibility for achieving the Outreach Services annual budget Set and monitor KPI’s

Reporting and monitoring

Weekly reporting of enquiries and conversion to service delivery

Monthly reporting of complaints, concerns and satisfactions to inform organisational learning

Monthly reporting to SMT High level summary reporting for presentation to the Board of Trustees Reflect and present information in appropriate formats for internal and external use Administration and relationships Ensure that an accurate and up-to-date CRM is maintained

Ensure the conversion time from enquiry to signed service level agreement does not exceed 21 days

Ensure service level agreements are signed within 14 days of issue and that the service is deliverable, maintaining the highest quality standards.

Ensure the services provide high quality proposals, assessments and service level agreements to stakeholders Safeguarding

To act as DSL and ensure that all children are kept safe, and that staff are confident to follow safeguarding procedures Adhere to all health and safety policies and procedures and be responsible for ensuring all Outreach Services staff receive health and safety training

Ensure risk assessments are in place, and that training for team members is in place – specifically in relation to Lone Working People

Lead, develop and support the Outreach Services team to ensure KPIs are achieved

General responsibilities

To represent BeyondAutism at external training, conference and exhibition events To understand, adhere to and actively implement all the policies and procedures of BeyondAutism

To safeguard children and vulnerable adults at all times

To undertake training as required Assist with other work, events and projects as needed

Any other duties that the CEO may reasonably require About the role 

Finance and Resources Manager (Full Time)

Advocacy After Fatal Domestic Abuse (AAFDA) was founded by Frank Mullane in memory of his sister Julia Pemberton and her son Will who were both killed by her ex-partner in 2003.  

Each year, around 150 families lose a loved one to domestic homicide. The actual number of suicides as a result of domestic abuse remains unknown. AAFDA’s prime function is to provide families in England and Wales with specialist peer support and expert and specialist advocacy for the range of statutory reviews that will take place after domestic homicide.

As a growing charity, AAFDA is looking for an exceptional candidate to join our supportive team and lead our finance and resource management functions. The role will provide and manage the HR, administration and finance activities of the charity and sit within the Senior Leadership Team.

This role is offered on a full-time basis (subject to funding). Although home based, occasional travel will be required. We are committed to diversity and inclusion and strongly encourage applications from those with Black and/or Minoritised backgrounds. 

In return for joining us, we will offer you:  

A salary of £32,000 - £34,000 

Hours - 40 Hours per week

Additional salary enhancements after 1 year, 3 years and 6 years of service (in addition to any cost of living increases agreed by the Board of Trustees)

• 25 days annual leave per annum, plus bank holidays 

• Development and training opportunities 

• Pension scheme 

• Employee Assistance scheme. Death in Service benefit and Health care scheme.

Closing date: 6th October 2024

Interviews expected to be held: 21 and 22 October 2024 

Applicants will be shortlisted according to how well they meet the person specification.  Please highlight and explain how you meet this specification in your supporting statement. If you have been shortlisted for interview, you will be informed by email. Regrettably, we are normally unable to acknowledge unsuccessful applicants. Please note that we will not be able to progress applications where the supporting statement does not address the criteria for the role being applied for.

Place2Be needs to recruit & support nearly one thousand Counsellors on Placement annually to provide 1:1 therapeutic support to children and young people in our partner schools. As a Counsellor on Placement Administrator, working as part of a passionate team led by the Placements Manager, you will lead on the recruitment administration and onboarding checks for Counsellors on Placement joining Place2Be. You will work closely with the Counsellor on Placement Officers to ensure Counsellors on Placement are recruited and placed in schools in a timely manner, from their first enquiry through to their first day in school.

You will be a key point of contact for Counsellors on Placement, Area Managers and other key stakeholders throughout the process. You will have proven experience in administration, alongside an enthusiastic and flexible approach to work, strong interpersonal skills, and a genuine passion to make a difference.

For a career with purpose, this is your place.

Recruitment Process

As part of your application you will need to answer some shortlisting questions. Please answer these as fully as you can, we recommend using the STAR model. Situation, Task, Action Result. Your answers will be used in the shortlisting process.

Closing date for applications: Midnight on the 6 October 2024

Interview date: 14 & 15 October 2024

Our Benefits

When you work at Place2Be –whether that's in a school, supporting families, providing clinical supervision, or in IT, Finance, or Fundraising –every role can make the difference to a young person. To achieve this, we ask that you bring your best self to your role and our commitment to you, is to welcome you into our community, and help you progress. Because we know that you being at your best, means the best outcomes for the children we support.

Here’s just a few things we have on offer:

• Annual Leave that increases with service
• Comprehensive learning and development to enable you to progress your career
• 5% contributory pension scheme
• Life assurance of four times your annual salary
• A comprehensive employee assistance programme
• Mobile Phone Discounts (EE network)
• Wellbeing days to allow you some ‘you’ time
• Christmas holidays closure period in addition to your annual leave

We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith or disability. We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented within our organization.

Please note if we receive a high volume of applications, we may close this vacancy early. If you are interested, please apply asap.

Safeguarding the young people we support is our top priority. We are committed to recruiting candidates who share this commitment to safeguarding, and we therefore apply robust recruitment and selection procedures to ensure all candidates are appropriate for the roles they apply for and are appropriately screened prior to appointment including DBS checks and social media background checks.

We are looking for an experienced finance manager to lead our finances. You will join the leadership team and support the Directors and Treasurer to run all the charity finance business.

The Deborah Ubee Trust (TDUT) is a thriving organisation supporting people with their mental health providing services in Lewisham, Greenwich, and Bexley London boroughs. Our services include provision of specialist therapeutic interventions and counselling.

You will have day to day responsibility for the organisation’s finances, collaborating with colleagues to set and manage budgets, maintain accurate financial records, to prepare finances for professional audit and ensure all financial and compliance requirements are met. We use QuickBooks.

With a relevant accounting background and qualification, you will have an excellent understanding of, and experience of, financial planning. You will be organised with a high level of attention to detail.

TDUT is an equal opportunity employer and committed to safeguarding and fulfilling its duty of care to people working and volunteering in the organisation and to those we come into contact with.

We have an exciting opportunity for an established and highly motivated Director of Finance to join our Senior Leadership Team, and who will be responsible for providing financial leadership, control and planning for the organisation.

Victim Support is the leading charity in England and Wales that supports people affected by crime and traumatic incidents. We provide personalised support to help people manage after crime and feel safer through a combination of dedicated specialist services as well as on-line support. We also ensure victims know their rights and we campaign to make them stronger.

Each year we offer information and support to almost 800,000 people and 153,000 received tailored support from our dedicated, skilled support workers and volunteers, Independent Domestic Abuse advisors and Independent Sexual Violence advisors. We are a truly independent organisation that delivers our services both through local teams embedded in the communities in which they live and work, as well as nationally through services such as the National Homicide Service, our 24/7 Support line, our live chat service and our on-line self-help platform, My Support Space.

This year we celebrate our 50th anniversary. As we look ahead to the future, we will continue to deliver the highest quality services to those that need them. We will give victims a voice and a platform to create change and reform in a deeply broken criminal justice system. We will listen, adapt and improve, giving victims options and flexibility in how they access our support, reflecting the changing ways we all live our lives.

In order to achieve our vision we need a highly capable Director of Finance to build and improve on our high-performing finance function and to drive forward operational excellence.

Reporting directly into the CEO, you will be responsible for developing and implementing our financial strategy, long-term financial planning, and developing commercial strategies to maximise income and operating contribution. You will also have responsibility of cash management, risk management and governance. You will be the Senior Information Risk Owner (SIRO) for the organisation and will lead on Property and Procurement.

This is a varied and exciting role which will provide you with the opportunity of leading a well-established team of professionals, reporting on the financial performance of the organisation together with providing analysis, advice and support to facilitate decision making to deliver sound financial management.

You will be a qualified accountant, and will need to demonstrate:

· Proven experience in a leadership role;

· Experience at Board level and ability to work in collaboration with Trustees and colleagues;

· Understanding and experience of strategic risk management, finance audit and internal controls

You will be a confident, energetic and engaging individual with an enquiring mind and passion for excellence and innovation in pursuit of sustainable growth and excellent service delivery. You will have excellent communication skills and confidence to operate at the highest levels. A commitment to Victim Support’s purpose, vision, values and ethos is essential. This is an excellent opportunity for somebody who wants to make a difference. 

If you believe you have the skills and qualities to provide the exceptional leadership we are seeking, we very much look forward to hearing from you.

We are strongly committed to increasing the diversity of our organisation and welcome applications from all sectors and backgrounds.

Recruitment timetable:

Application deadline: Sunday  13th October

Shortlisting: approx. Wednesday 16th October

First stage interviews:                    w/c 21st October

Second stage interviews:               2/c 4th November

To apply, please send your CV and supporting statement via the link by Sunday 13th October

 For an informal conversation about the role please contact our exclusive recruitment partner, Rosemary Pini of Allen Lane via the agency website.

We have an opportunity for a highly organised individual to join our Quality Team, as a Quality Administrator. With proven skills and experience of using IT, excel and databases related to administrative tasks to support the wider organisation. You will play an essential role with supporting the team and the service operational teams.

You will be the first point of contact for teams who need support with any case management system queries, incidents and accidents and any data related queries. Strong customer service skills are essential for this role. You will be adaptable and able to work in an agile environment to support the team meet deadlines and reporting cycles.

The weekly working hours are 37.5 hrs, to be completed between 9am-5pm Mon- Fri. This is a hybrid based role with two days a week completed at our national office.

 This advert may close early if enough applications are received.

We are looking for an experienced and proactive Administrator with good organisational skills, an eye for detail and people skills to join us at The Royal College of Radiologists (RCR), a medical charity focussing on supporting doctors to deliver medical imaging and cancer services.

This is an exciting opportunity to join the high performing RCR Exams Quality Team. In this varied role the Examiner and Committee Administrator will be high functioning and able to multitask to support and service the RCR’s exam committee meetings. You will provide secretariat support for committee as well as organising facilities, travel, accommodation, dinners, and expenses as well as manage the examiner recruitment, induction and training process. 

The successful candidate will be a good communicator, able to work collaboratively with colleagues, examiners, and chairs of relevant committees. With excellent administrative skills it is important that the successful candidate has a commitment to providing a professional, friendly and proactive service.

What you will do: 

• Coordinate committee meetings in person, online or hybrid routinely or as when needed. 
• Prepare committee agendas, source papers for timely circulation.
• Keep accurate records including updating the CRM and website. 
• Manage examiner recruitment materials, acting as main point of contact for applicants. 
• Support examiners with travel and accommodation bookings.
• Evaluate and grow our examiner appreciation work.

What you will need:

• Experience providing high quality support service. 
• Experience in providing administrative support and managing administrative processes. 
• Good working knowledge of Microsoft packages.
• Good organisational skills.
• Effective interpersonal skills.

If you are an enthusiastic team player, passionate about administration and understands the importance of the support you will provide then please find out more about the role, the RCR and instructions on how to apply by visiting the RCR website and reading the candidate pack.

Why join us?

• Make a difference to the lives of Doctors and the specialities they work in every day!
• Hybrid working (40% working week can be done remotely)
• Modern working environment
• Equipment provided to work from home
• Generous annual leave allowance
• Excellent pension scheme
• Interest free season ticket loan and cycle to work scheme
• Employee Assistance Programme

Fleet Administrator

Part Time - 21 hours per week (over 5 days)

Up to £25,000 per annum (£15,000 pro rata) + benefits (including 25 days annual leave and pension)

Leatherhead, Surrey KT22 7TW

About the role:

This is a newly created part time role following a period of growth. The Fleet Administrator will be responsible for the efficient administration of the fleet to ensure that Rainbow Trust vehicles are managed effectively, accurate records are maintained, and costs are minimised, working closely with suppliers to ensure the smooth running of the fleet with minimal disruption.

The Fleet Administrator will form a vital part of the Finance and Operations Team supporting the Facilities & IT Manager in the management of the Rainbow Trust fleet. Rainbow Trust operates a fleet of approximately seventy vehicles situated across our nine regional teams. It is vitally important that our Family Support Workers have a reliable vehicle for attending family visits and transporting families to hospital. In addition, the Fleet Administrator will be required to assist the Facilities and IT manager with ad-hoc tasks/projects according to the workload.

Full training will be provided and previous experience of managing a fleet is not required, although is desirable. A good level of maths, excellent communication, planning and Microsoft Excel skills are required to be successful in this role.

This is an excellent opportunity to maintain a breadth of fleet administrator experience with increased responsibility.

What we’re looking for:

· Highly motivated and disciplined approach to work – good customer service with the ability to liaise with different stakeholders, manage workload effectively and respond well to change.

· A helpful and supportive team member – who can work collaboratively with others.

· A high level of attention to detail and accuracy – producing precise, high quality, consistent work to meet deadlines.

· Confident use of MSOffice and extensive experience of Excel – you have strong attention to detail, are comfortable working with data, and produce high quality accurate work.

· Applications will be particularly welcome from those who have experience of fleet administration – acting as the main point of contact for vehicle issues and liaising with leasing and insurance companies. Full training will be provided where required.

What we offer:

We have a range of fantastic benefits that we offer our employees, this includes:

· Flexible working hours to balance home and working life

· Access to the Blue Light Discount Card Scheme, and other rewards and discounts

· Time off in lieu

· Bike to work, season ticket loan and payroll giving schemes

· Family friendly policies, focused on employee wellbeing, and an active cross-organisational wellbeing group running a number of initiatives throughout the year

· Pension scheme (we will contribute 5% of your salary and you will contribute at least 3%)

· The option to buy/sell annual leave, as well as additional leave for your birthday, wedding/civil ceremony and half day Christmas shopping

· A recommend a friend recruitment referral bonus

If you’d like to find out more about these benefits and working with us, please visit our website

About us:

Rainbow Trust Children’s Charity enables families who have a child with a life-threatening or terminal illness to make the most of time together, providing expert, practical and emotional support, where they need it for as long as it is needed.

How to apply:

Please send your CV and a covering letter highlighting why your application meets the criteria set and should be considered above others to us via the link.

Interview dates: Interview dates to be confirmed

Interviews will take place at our Head Office in Leatherhead. We will only contact those applicants who have been successful.

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

An enhanced DBS disclosure will be required for this post.

Rainbow Trust is committed to safeguarding and promoting the welfare of children and young people and expects all employees to share this commitment.

Rainbow Trust is an equal opportunities employer and a Best Companies One-Star rated organisation. Registered Charity No: 1070532

This is an exciting opportunity for a highly motivated, dynamic and commercially minded individual to join the Senior Management Team of one of the UK’s leading public art galleries. Working alongside the Director and Board of Trustees, the Director of Finance oversees the strategic, business and financial management of the organisation. The successful candidate will be a qualified Accountant with a proven track record of operating at a senior level and with the ability to offer insight and challenge for future development whilst ensuring the financial sustainability and growth of Whitechapel Gallery.

The Director of Finance is responsible for the efficient and effective leadership and management of the Gallery’s finance, governance and commercial activities. With scrupulously high standards, they will drive the quality and transparency of financial management and reporting, ensuring robust financial controls and the smooth running and management of the Gallery’s finances. A key member of the senior leadership team, the Director of Finance contributes to shaping and implementing the Gallery’s strategic development.

Candidates will be able to demonstrate a proven ability in leadership and financial control within a complex organisation, managing people and limited resources effectively, delivering results, thinking strategically and inspiring and motivating others. They will need to demonstrate a high degree of energy and agility, with the ability to build highly effective, collaborative working relationships at all levels of the organisation. The new Director of Finance will demonstrate a high level of financial and business acumen and strategic insight and will possess strong analytical and project management skills.

With experience at Board level, they must be comfortable with presenting to Boards and with the ability to develop strategy and present business plans.

Previous experience of the gallery and museum sector would be desirable but is not essential, and applications are welcomed from candidates with commercial, charitable and private sector backgrounds. Candidates must be able to demonstrate empathy with the mission and vision of Whitechapel Gallery and act with a high degree of personal integrity in a diverse cultural environment.

Join our client and assist the Cases Unit in upholding high standards of administration and justice within a leading professional regulatory body! Provide senior administrative support, including document management, stakeholder coordination, and meeting organisation to ensure the smooth operation of casework.

Role: Senior Administrator

Organisation type: Regulatory Body

Salary/rate: £19 per hour

Working arrangements: Hybrid (1 day per week in office)

Location: London

Employment type: Temporary

Working hours: Full Time

CLOSING DATE: CVs reviewed on rolling basis

About the role:

In this role, you will provide essential administrative support to a specialised Cases Unit, playing a key part in its day-to-day functions. Your responsibilities will include managing and organising case documents, coordinating meetings, facilitating communication with legal teams, and assisting in casework activities. Your attention to detail and organisational skills will ensure the efficient operation of the unit, contributing to the overall success of its work.

Key Responsibilities:

• Maintain and improve the Unit's document management system to ensure efficient tracking, retrieval, and organisation of casework materials.
• Manage and update key logs, including Excel spreadsheets, to support ongoing Unit activities.
• Prepare and organise evidence bundles using the case management system, including redacting sensitive information for review by the Independent Decision-Making Body.
• Communicate with specific Inquiry staff and the Solicitor to the Inquiry on administrative and case-related matters as needed.
• Keep detailed records of all communications related to the Inquiry and ensure the Unit is regularly updated.
• Attend meetings with key stakeholders like the Legal Services Board and Solicitors Regulatory Authority, taking and distributing accurate notes.
• Coordinate with third parties, such as tribunals, witnesses, and legal representatives, to ensure the smooth progression of cases.
• Schedule and organise meetings for the Unit, including internal meetings and external sessions with stakeholders.
• Take and distribute minutes from meetings with legal advisors, barristers, and other external contacts.
• Provide general administrative support, including managing casework tasks, preparing hearing bundles, and liaising with counsel and witnesses, often under strict deadlines.
• Handle inquiries via the central mailbox, draft correspondence, and manage routine telephone inquiries.
• Process invoices and purchase orders and maintain financial records using the organisation's finance system.
• Collaborate closely with other administrative teams, particularly those supporting the Independent Decision-Making Body.
• Assist in managing incoming communications and provide general support for the Unit, ensuring smooth day-to-day operations.
• Provide administrative support to the Senior Case Officer, Case Officer, and Director as required.

To be considered for the role, you will have the following skills, knowledge, and experience:

• Proven administrative experience, including managing mail, handling correspondence, drafting letters, managing records, and responding to telephone inquiries.
• Strong skills in both electronic and physical file management.
• Experience in effective diary management.
• Experience working in a regulatory, public service, or comparable sector, ideally within a professional body related to the legal profession.
• Familiarity with the legal profession or legal training, particularly understanding regulatory frameworks and case management processes.
• Experience updating databases and preparing case bundles.
• Knowledge of financial processes, such as invoicing and reconciliation
• Strong customer service abilities.
• Proficiency in IT, particularly Microsoft Office (Word, Excel, Outlook).
• High level of accuracy and attention to detail.
• Ability to work independently and manage tasks without supervision.
• Resilience and ability to work effectively under pressure.
• Strong written and verbal communication skills.
• Proactive and self-motivated with the ability to take initiative.
• Excellent organisational skills, with the ability to prioritise tasks and manage conflicting demands.

The successful candidate will be organised, detail-oriented, adaptable, and comfortable working both independently and as part of a team. They will have strong administrative skills and the ability to manage workloads under pressure, ensuring that all tasks are completed efficiently and to a high standard.

How to Apply:

To apply for the Senior Administrator role, please reply and upload your CV quoting reference SOH81490 and we can provide more information to you.

We eagerly await your response.

We want you to have every opportunity to demonstrate your skills, ability and potential; please contact us if you require any assistance or adjustment so that we can help with making the application process work for you.

Purpose of the post: You will be the sole role for the Charity’s finances and will support our small team in a vibrant, prolific and growing organisation which provides quality assurance and membership services to institutions delivering training, education and assessment in dance, drama and musical theatre.

Location: CDMT resides at Salters Hall, 4 London Wall Place, London EC2Y 5AU, and this role is office based. Salters Hall is located conveniently for Moorgate, Liverpool Street and Bank stations, and is accessible from street level and throughout the building.

Normal office hours are Monday to Friday, 9.30am to 5.00pm. The position encompasses one day a week, with a suggested working day of Wednesday. The hourly rate is between £20 - £22 depending on experience.

Essential requirements for this position:

· Accounting qualification part qualified (ACA, ACCA, CIMA) or equivalent, with experience

· Excellent Microsoft Office, Sage One and Sage 50 Skills

· Good communication skills to liaise with customers and suppliers, and the ability to assist with ad-hoc office administration as needed.

Key Responsibilities:

· Maintain the General Ledger – raising invoices, issuing credit notes, allocating cash.

· Processing purchase invoices and paying, bank reconciliations, and credit control

• Running the monthly payroll for 4/5 people
• Reconciliation of all Balance sheet accounts
• Administer online banking, credit cards and the Paypal account
• Assist Director with the annual Budget
• Sending all the year-end information to the Independent Examiner
• Administer the company pension.

You will also be responsible for the production of the Management Accounts for the Board three times a year including:

• Profit and Loss compared to Budget
• Preparing the Balance Sheet
• Reports to Trustees
• Producing the above reports in keeping with Charity SORP accounting.

Together with responsibility for reporting to HMRC, Charity Commission, Companies House, Trustees, Independent Examiner and Banking organisations, you may also be requested to produce ad-hoc reports and carry out any other duties that are necessary to perform the role.

Excellent team working, written and verbal communication skills; a confident and personable telephone manner; a good standard of literacy and a professional approach to work are essential to this post.

Hours: Part-time three days per week

Salary: £36,400 - £37,580 FTE (Pro Rata - 3 days per week)

Location: Hybrid - Whitechapel, London (1 day per week in office)

Closing Date: Monday 9AM on 30th of September 2024

The role

With the growth in demand from businesses to join the B Corp movement, we have created this role to assist the Finance team with a range of activities as we move to a new accounting system that meets the needs and demands of our growing organisation.  We outsource the day to day bookeeping work but the Sales Ledger invoicing will remain in house.

We are looking for a team member who has ideas and thoughts on how to improve the way we work and can input into the development of Finance Policy and Procedures.

Tasks and responsibilities will include: 

• Checking the finance email inbox and other forms of communication, dealing with queries, actioning and/or forwarding as appropriate and capturing all relevant information

• Working with Finance Officer and other team members to ensure completeness of member data such as invoicing address, contact details, pricing and credit terms in relevant databases (Salesforce and Xledger)

• Liaising with the outsourced service and internal staff members to ensure supplier queries are resolved and payments are made in a timely manner

• Working with the Head of Finance to prepare year end information for the external audit

• Working with the current Finance Officer to maintain a centralised record of all relevant communications.

• Assist Debit Card holders with administrative tasks linked to card usage

• Working with Finance staff to document and implement financial processes and procedures

• Assist with continuous improvement of systems, controls and working practices in finance and other areas of the organisation

 Skills and Experience

 Essential (used in short-listing)

• Previous experience in a Finance Officer or similar role

• Great attention to detail, with the ability to grasp information quickly

• Sales Ledger experience

• Wider bookkeeping, year end and external audit experience

• Good spreadsheet and systems skills

• Excellent organisational skills, proactive and use initiative to create improvements and find solutions

• Excellent customer service skills

• Comfortable working in a fast-paced and dynamic growing organisation

• Organised with the ability to plan work to meet deadline

Eligible to work in the UK (we will not be able to provide visa sponsorship)

Desirable

• Experience of Salesforce or other CRM
• Experience of Xero or Xledger accounting system 
• Purchase Ledger experience
• AAT qualification
• Credit Control experience

 What we give you

• Purpose driven work enabling B Lab UK’s mission of redefining the role of business as a force for good

• Hybrid and flexible working, we have a high trust environment and are advocates for right place working

• Hybrid working (min 1/2 days per week in office)

• Flexible working hours (based around core working hours)

• Opportunity to work 4 days a week 

• 25 days holiday plus bank holidays (pro rata for part-time staff)

• 1 additional annual leave day (pro-rata for part-time staff) for each complete annual year of service, up to a maximum of 30 days

• Our office is closed between Christmas and New Year, no need to take extra holiday!

• Private Medical and Dental cover

• £200 per annum tax free Annual Wellbeing allowance and Employee Assistance Programme

• 2 paid volunteer days per year

• Enhanced Parental Leave and family friendly policies, including carers leave

• Learning and Development opportunities

• Enhanced Pension and Life Assurance

• Cycle to Work Scheme

• Income Protection policy

• Working in a flexible office workspace

Job Title: HR Administrator

Salary: £29,071 per annum + £3,276 per annum London Weighting

Hours: Full Time, 37.5 hours per week (open to flexible working/4 days a week)

Contract: Permanent

Based: Whitechapel HQ (office based, 1 day remote working possible)

Deadline: 23:59, Wednesday 2 October 2024

Interview Date: TBC, w/c 14 October

Citizens UK

Citizens UK is a people power alliance of diverse local communities working together for the common good. 

Our mission is to develop leaders, strengthen civic organisations and make change. Our 550 member communities are deeply rooted in their local areas and connect every day to the lives of hundreds of thousands of people. Through the method of community organising, we enable people experiencing powerlessness to develop their leadership and come together with the power and strategy to make change. 

This leads to hundreds of neighbourhood improvements - from zebra crossings outside primary schools to renovated public toilets in cemeteries. And it leads to some of the biggest campaign impacts in the UK, such as winning over £2 billion of wages through the UK Living Wage campaign, securing a legal cap on the cost of credit to control exploitative lending, and ending the detention of children for immigration purposes. We enable local campaigns to grow into large-scale social change projects such as the Living Wage Foundation, Parent Action, and Sponsor Refugees, that form an integral part of our theory of change. The most prominent of these is the rapidly growing Living Wage Foundation with a network of over 14,000 accredited Living Wage Employers across the UK. 

Purpose

The HR Administrator role is an excellent opportunity for someone with HR or admin experience, who is interested in starting/progressing an HR career and looking to gain experience in a friendly but busy small HR team. The role provides a day-to-day HR admin service to employees and HR admin support to the part time HR team (two HR Business Partners and the Head of People & Development). The HR Administrator will be involved in using an HR and payroll system, ADP, and have an important role in the employee lifecycle processes e.g., DBS checks, recruitment, onboarding, compliance, payroll, appraisals, and have day-to-day responsibility for the HR and Recruitment Outlook mailboxes.

Main Responsibilities

Working in the HR team, reporting to a HR Business Partner, your main responsibilities will cover:

Contribute towards the achievement of CUK and its strategic objectives

• Provide high standards of HR admin support to Citizens UK stakeholders.

• Play an important role in introducing new and improving existing HR processes for a better HR service delivery and employee experience.

• Be proactive in supporting the HR team in various streams of work to achieve the HR Business Plan.

Achieve work targets effectively

• New Starter Onboarding Process: creating documents for HRBP approval (offer letters and contracts), ensuring all starter paperwork is returned, requesting and tracking the return of references, right to work checks, and setting up new starter compliance training.

• Leavers: leading on leaver admin process, ensuring it is completed in timely manner.

• Recruitment: becoming an expert user of Applied, our applicant tracking system.  Advertising jobs (on Applied and external jobsites), arranging interviews and supporting colleagues with recruitment queries.

• Invoicing and Credit Card Reconciliation: processing invoices on Finance system, Kissflow and the monthly credit card reconciliation for HR transactions.  

• Payroll - accurately updating and maintaining ADP, the HR & Payroll database. Uploading documents, running reports. Supporting HRBPs with payroll queries.

• Regularly updating and auditing other HR data to ensure information is up to date (e.g., pensions data, new starter training, wellbeing data).

• Employment checks: maintaining the DBS list and processing DBS checks for existing and new staff.

• SharePoint: maintaining HR Self Service folder, ensuring documents are up to date.

• Appraisals: ensuring appraisal forms are logged and uploaded to ADP.

• Probation: Managing the probation period process

• Minute taking at HR/relevant meetings and sharing with colleagues.

• Supporting the team with ad hoc tasks as required and undertaking any task that may be requested from time to time that may be consistent with the nature and scope of this post.

Learning and expertise

• Using admin skills and knowledge effectively and be committed to HR related continuous professional development.

• Providing Citizens UK stakeholders with advice on HR admin process.

• Taking proactive steps and be keen to learn processes and develop HR related knowledge.

Develop and manage relationships across the organisation and externally

• Arrange HR Inductions with HRBPs and new joiners.

• Manage HR calendar, ensuring meetings are arranged with HRBPs and Head of People & Development, as requested.

• Organising quarterly Citizen UK Group Induction. 

• Preparing contracts/offer/variation/probation letters for team to approve.

• Ensuring HQ team is informed of joiners/leavers e.g., Facilities, Finance.

Communications

• Day to day responsibility for the HR and Recruitment Outlook inboxes, responding to routine queries and forwarding queries to HR colleagues.

• First point of contact for recruitment queries from candidates, forwarding them to the appropriate HR colleague or hiring panel as necessary.

Knowledge Management

• Understanding, handling, and managing data GDPR compliantly and keeping up to date with new legislation.

Generate income and resources

• Taking responsibility for the careful use and stewardship of Citizens UK’s resources.

• Using admin systems to track income/ resources accurately e.g., HR credit card cost tracker.

Safeguarding, Health & Safety

• Reporting on potential risks as they emerge to the appropriate colleagues in line with existing procedure.

• Organising and tracking employees’ compliance training.

• Proactive in maintaining own wellbeing at work.

Please note the above duties are not exhaustive and the successful candidate will be required to perform addition tasks as reasonably requested.

Person Specification

(D) Desirable, (E) Essential

Qualifications

• CIPD Level 3 Qualification (D)

Experience

• Previous admin or office-based experience (E)

• Previous HR Experience (D)

• Experience of using HR systems (D)

KEY SKILLS AND KNOWLEDGE

• Intermediate level IT skills including MS Office and Excel (E)

• Attention to detail (E)

• Able to work well as part of a team, and maintain effective communication with colleagues (E)

• Ability to deal with others in a professional manner (E)

• Good written and verbal communication skills (E)

• Good organisational and time management skills (E)

• Knowledge of GDPR and Data Protection principles (D)

PERSONAL QUALITIES & VALUES

• Commitment to the values of Citizens UK (E)

• A self-starter with ability to take initiative and work independently (E)

• Keen to build career in HR (D)

• Strong team worker (E)

• Reliable and able to use discretion and maintain confidentiality on sensitive matters (E)

• Self-motivated, accountable, and adaptable (E)

We are looking for a Giggle Doctor Programme Administrator to join our busy programme team, to support the day-to-day operations of our Giggle Doctor programme for hospitals.

This is a part-time, one-year contract to support the running of the Giggle Doctor programme while a member of the team is on maternity leave. We are flexible as to which days are worked, providing that the post-holder has a fixed working pattern over a minimum of 3 days per week. This post requires work from the office as well as some work from home. We will provide training to the successful candidate on how to fulfil the key tasks of the role.

About Us

Theodora Children’s Charity is a truly inspirational and pioneering charity which successfully works to improve children’s experience of being in hospital.

Theodora Children’s Charity UK is part of an international family of Theodora’s; originally established in Switzerland, there are Theodora Giggle Doctors visiting children in Switzerland, Italy, Spain and Hong Kong, as well as in the UK.

Over the past 30 years we have made a positive impact on over half a million children and their families in the UK and 3 million children internationally, improving children’s experience of being in hospital through visits from professional performers, called Giggle Doctors.

Our Mission and Values

At Theodora Children’s Charity we help children living with illness, disability and serious health challenges to feel better using the proven power of laughter. Our vision is to contribute to the wellbeing of children in the 14 core hospitals and specialist care centres we visit across England, as well as those we support virtually. Our Giggle Doctors are specially trained performers who are able to visit children in a clinical setting or through the Virtual Visit Programme.

By combining music, play, magic and storytelling our 21 Giggle Doctors bring joy and laughter to children in challenging times. From Dr Boogie Woogie to Dr Teapot, our Giggle Doctors wear their very own ‘doctor coats’, which represent their character, and spend time one to one with the children. Giggle Doctors create opportunities for children to play and interact through a range of musical and fun activities.  Sometimes they will make balloon animals and blow bubbles, and at other times they will sing a funny song or simply listen and talk to a child one to one.

The play is always child – led, with each interaction being unique to the child and their needs. A Giggle Doctor visit isn’t just about one magical moment, it can have a significant and lasting impact on a child’s well-being. With each visit, the aim is to reduce stress and anxiety, increase opportunities for play, and improve children’s experience of hospitals.

Our trustees, office team and Giggle Doctors are united by our shared values of Authenticity, Interaction, Diversity, Excellence and Enthusiasm.

Job Description

Key Tasks and Responsibilities

Administration

· Act as first point of call for artists regarding their visits to hospitals, overseeing sickness, cover and changes to their schedules

· Support artists with hospital administration and contracts

· Keep artists updated with changes in Theodora Children’s Charity’s policies

· Process changes to the Giggle Doctor schedule on our internal systems

· Liaise with hospitals and keep them up to date with information about their programme of Giggle Doctor visits

· Set up meetings with hospitals, artists and Theodora Foundation colleagues as required

· Book long-distance travel and hotels for artists for hospital visits and training events when required

· Support the Finance Manager and Giggle Doctor Programme Manager with collecting and filing timesheets, invoices and receipts for payment

Training and Events

· Support the Giggle Doctor Programme Manager with events, including booking rooms, resources and catering

· Attend training events for Giggle Doctors, setting up and packing down as needed

Impact and Programme Monitoring

· Support the Giggle Doctor Programme Manager with monitoring Trainee and Junior Giggle Doctor’s progress and keeping records of their observation notes

· Support the Giggle Doctor Programme Manager with data capture and record keeping

· Take minutes and record actions during Programme Team meetings, Theodora Foundation meetings and office team meetings from time to time

• Utilise the charity’s CRM database to keep all records up to date and effectively progress supporter development.

HR and Safeguarding

· Act as Deputy Safeguarding Lead and follow safeguarding processes for recording safeguarding incidents in the Designated Safeguarding Lead’s absence.

• Run DBS checks for artists when required using the external Ucheck platform

Other

• Represent the charity at external functions and conferences.
• Undertake any other duties reasonably requested from Programme Manager from time to time

Person Specification (include essential/desirable)

Essential:

· Highly organised and process-driven

· Ability to complete tasks (with or without reasonable adjustments) efficiently

· Excellent written and spoken communication skills

· Able to build good working relationships with a range of stakeholders including performing artists, healthcare workers and teams across the charity

· Careful and accurate when sharing information

· Problem solving skills and a positive, can-do attitude

· Able to multi-task, prioritise and meet deadlines

· Works calmly under pressure

· Competent with Microsoft Word and Excel

· A team player who is also able to work independently and use own initiative

· Able to contribute ideas to planning discussions

· Belief in the power of the arts to improve the health and wellbeing of children and their families

· Commitment to learning and self-development

· Commitment to Theodora Children’s Charity’s values and mission

Desirable

· Some experience of good safeguarding practice and handling confidential information

· Experience of working in either an arts or a healthcare organisation

· Experience of working on a project that involves children

· We are interested in hearing about transferable skills