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Finance and Office Administrator

3 months ago

Oxford, Oxfordshire, United Kingdom BLUE Communications Full time

Salary:
£23k to £25,000 pro rata.

Hours: 20-25 per week, Monday - Friday

Days in 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 day to day running of the Oxford office, including managing relationship with 3rd party suppliers, all consumables and health and safety.


Continuously embody BLUE's values:

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

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 multicurrency 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 Adhoc tasks
IT, hardware and mobile phones

  • Assist our 3rd party IT Support provider in managing the asset registry of computer equipment that BLUE have currently and costeffective offloading of any out of date / surplus hardware as and when needed.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
Travel

  • Be the central point of contact for all travel other than UK train tickets (unless reclaimable to client)
  • Create a travel policy and any necessary templates to ensure timely requests are made, most costeffective routes are identified and, wherever possible, costs are charged 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 coordinate health and safety training
Company events

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

Requirements:

Essential Experience

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

  • Booking commercial travel
  • 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

Benefits:

Personal Perks

  • 25 days holiday per annum, plus Bank Holidays and additional accrual opportunities after two years' service
  • Additional day of annual leave on your birthday
  • 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
  • Donation to charity on your birthday
  • Regular office and companywide get togethers
  • Employee of the Quarter gift vouchers
Office Life

  • Hybrid working minimum of 3 x "days" (at reduced hours) per week in an office.
  • Fairtrade tea and coffee, milk, and fruit
  • Shower and bike storage
Sustainability

  • Cycle to Work Scheme
  • Offsetting air travel