Business Support

Role: Business Support & Finance Assistant

Contract: FTC - to the end of March 2028

Location: London, Hybrid

Closing Date: Tuesday 25 November

Interview: TBC

We're looking for an organised and proactive individual to join our team as a Business Support & Finance Assistant.

As part of our small People & Operations team, you'll be providing essential business and finance administrative support to the organisation and our Chief Executive, acting as the first point of contact for the Society, and helping to ensure our workplace is welcoming and engaging.

Business support

Be first point of contact for Society general enquiries and administer the hello@ BES email

Provide administrative support to the CEO, including travel and diary management, note taking and other duties as required

Support organising the

Support award winners and award ceremony for the annual meeting

Act as first point of contact for all BES visitors

Take minutes for the Board of Trustees and other key meetings

Answer all calls to the BES main line, answer queries and forward calls where necessary

Manage Petty Cash

Oversee deliveries, post and couriers to the BES offices

Arrange accommodation for committee members and board when necessary

Prepare meeting rooms for BES meetings and on-site events

Maintain the BES Trainline, Premier Inn, Travelodge, PayPal account

Support in administration for Society projects, where required

Finance

Support BES staff with finance queries

Attend and take Minutes for Finance Committee meetings

Working with the Society's external accountant, administering day-to-day financial processes including collating invoice requests and any follow up queries raised by the accountants

Administer fortnightly payment batches and organize a batch approval timetable

Assist with audit queries in the lead up to, during and following the annual accounts audit work based in the Society office

Administer the accounts@ BES email and answer general queries relating to invoices

Follow up with suppliers on unpaid invoices (debtors) and VAT invoices (creditors)

File and archive all financial records as appropriate

Record all income received and pay in cheques

Seek to improve financial processes and services

Wellbeing

Research and deliver the staff well-being and social events, collaboratively with the HR Officer

Track the wellbeing budget and keep a concise record of all outgoings

Team support

Look to where the People & Operations team may further develop and improve its processes and support for the staff team and Society, either to improve their own capabilities or those of other staff

Be available to support and cover other roles in the People & Operations team during short periods of absence and leave

Support Head of People, Operations & Finance in managing security for the building and be an out of hours key holder

In exceptional cases and where reasonably possible, provide out of hours support to the Society when critical operations issues arise

This list is not exhaustive, and employees may be asked to carry out other duties appropriate to their role and level, in line with business needs.

It is the practice of the British Ecological Society to examine job descriptions from time to time and to update them to ensure they relate to the job as then being performed, or to incorporate changes in organisational need suitable to the role and level. This will be conducted in consultation with you. It is the organisation's aim to reach agreement on changes, but if agreement is not possible, the organisation reserves the right to insist on changes to your job description, after consultation with you.

If you're detail-oriented, eager to learn, and ready to make an impact, we'd love to hear from you

To apply for this vacancy, please submit:

• Your CV - no more than 2x A4 sides detailing your education, training and work history, as well as any relevant key skills

• A covering letter - no more than 1x A4 side explaining why you wish to undertake this role at the BES

• Your answers to the 3 outlined application questions

• Your Equality and Diversity information - this voluntary information helps us to assess the diversity of our recruitment and further improve recruitment processes in future. It has no bearing on the success of your application and is not considering as part of the shortlisting process.

We recognise that AI tools can support candidates in refining their job applications, particularly in improving clarity and language. If you choose to use AI to assist with your application, please remember that you are responsible for the content and quality of your application.

AI  may be used to improve - but must not replace - your own voice and experience.  Applications must reflect your own understanding, experience and suitability for the role. We encourage all applicants to review their submission carefully before sending.

Essential

• Experience in business operations or facilities management.

• Proven ability to manage contractors and external service providers.

• Strong problem-solving skills and ability to work independently.

• Excellent organisational and communication skills.

• Comfortable working in a dynamic office environment.

• Willing and able to be reasonably flexible in working hours and days when critical operations issues arise.

• Basic understanding of Health & Safety responsibilities (IOSH training will be provided).

• Moderate understanding of standard business IT hardware.

• Proficient in using standard office software and systems.

Desirable

• Experience working in a charity or membership organisation.

• Experience supporting events or office-based activities.

• Knowledge of UK DSE legislation (DSE training will be provided).

• Knowledge of compliance and risk assessment processes.

• Interest in environmental sustainability.