Business Support Administrator

3 weeks ago

Edinburgh, United Kingdom Smart Data Foundry Full time

About Smart Data Foundry

Smart Data Foundry has a purpose to unlock the power of financial data as a force to improve people’s lives.

What we do

We enable the research ecosystem to flourish through the provision of research ready real financial data.

We create data-driven insights based on real financial data, that identify areas to inform policy change and enhance regulation.

Inspire financial innovation with aizle™, Smart Data Foundry’s synthetic data engine, creating high utility synthetic data with no privacy issues when real-world data doesn’t exist or cannot be safely shared.

Role Purpose

The Business Support Administrator is responsible for coordinating office services and providing administrative support for Smart Data Foundry – with a focus on general office support, Finance, IT and Marketing functions.

Responsibilities

  • Provide and coordinate all aspects of ongoing and ad hoc administrative and logistical office support; liaising with building services, organising and maintaining the office area, managing desk and room bookings, ordering office supplies/equipment and communicating, monitoring shared inboxes and calendars and providing guidance on company-wide processes and procedures (including finance, procurement and IT).
  • Provide administrative support with regard to scheduling meetings and booking events for both internal and external audiences.
  • Responsible for: processing invoices; raising purchase orders; receipting goods/services; maintaining accurate supporting records; and documenting and regularly reviewing related processes.
  • Maintain a high standard of record keeping for all procurement and finance activity, working with and supporting the team to gather customer, supplier and procurement information.
  • Support external audit by providing accounts payable documents as requested.
  • Lead and document an efficient timesheet management and job costing process; including build/design, load and reporting aspects
  • Monitor and collate Marketing KPIs for (impact) reporting on marketing effectiveness.
  • Gather content across teams that will support internal communications (monthly meetings & newsletters)
  • Support the creation of marketing materials including digital and physical assets and assist in the development and execution of marketing campaigns across various channels (social media, email, website, etc.)
  • Provide support in administration of Hubspot, our CRM solution
  • Manage Smart Data Foundry shared mailboxes including the Enquiries and Support email and calendar.
  • Support team members in use of common IT, Finance and HR systems (referring to the correct alternative contact or department for assistance where appropriate)
  • Work with appropriate colleagues/teams where necessary to ensure internal communications channels (eg. SharePoint, Teams, Team Wiki) are maintained with practical information on our office, procurement, finance and IT processes and procedures.
  • Act as the general and first point of contact into Smart Data Foundry dealing with enquiries, visitors and requests.
  • Maintain employee’s system access for all staff

Skills and Experience

  • Good level of skill on Microsoft Office 365 and other IT solutions.
  • Experience in an office Administration and/or coordination role including finance administration duties (including set-up and maintenance of purchase orders, processing invoices and checking supplier statements)
  • Good literacy skills and the ability to write communications (for internal and external use – Social Media, Emails, Website).
  • Experience in the Hubspot or Microsoft Dynamics 365 is highly desirable (though not essential).
  • Initiative, judgement and drive to resolve many day-to-day challenges independently (i.e. proactively problem solve).
  • Excellent organisational skills with the ability to maintain accuracy and attention to detail.
  • Proactive, willing to learn and motivated.
  • Ability to deal with ambiguity and react quickly in an evolving and fast paced environment.
  • Ability to work autonomously, under pressure and with conflicting and changing priorities.
  • Excellent verbal and written communication skills.
  • Personable approach with ability to develop positive working relationships at all levels within an organisation.
  • Self-motivated and proactive.

Location

This role is based in our office in the Bayes Centre in Edinburgh therefore candidates must be within commutable distance or willing to relocate.

Right to Work in the UK

Applicants must have the existing and ongoing right to work in the U.K. without restrictions as sponsorship for visas is not provided.

If invited for interview you will be required to evidence your right to work in the UK.

Benefits

A collaborative, innovative and impactful place to work. We give you support, nurture your talent and reward success. You will benefit from a competitive reward package, 40 days annual leave (including 6 bank hols), a defined contribution pension scheme (14% employer and 4.5% minimum employee contribution rates), family friendly initiatives and flexible working.

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