Job Summary
Job Title
Team Administrator - HR & Finance - 12 month FTC
Location
London, UK
Closing Date
22 March 2023
Finance and HR Administrator FTC (updated)
View advert
About the Job
About the Team
This role will sit across our Finance and HR teams, these are busy teams who are looking to make process improvement to make efficiencies in the way we work. The teams deal with a lot of queries from the business on a daily basis as well as carrying our operational and strategic tasks to support the firm in its growth. The teams together are nearly 25 people, based in our London West End office.
This is a new role which has been created to help manage large amounts of administration that the teams process. The role is offered on a 12 month FTC basis. This is an opportunity for a very well organised, experienced administrator to make a real impact – to make teams operate more effectively, free up managers time to focus on other business priorities and help make our processes more streamlined.
Main responsibilities:
Finance Team Administration:
- Compiling regular reports and distributing to correct individuals – these reports include regular reports to the bank
- Creating and editing PDF reports in Adobe
- Updating the fixed asset register
HR Team Administration:
- Processing benefits for payroll and with suppliers for example season ticket loans, insurance scheme joiners/changes, wellbeing allowance.
- Sending monthly reports to benefit providers
- Monthly pension enrolment process
- Updating HR systems with data changes
- Coordinating training sessions; booking rooms, sending invites, liaising with providers and delegates
- Resetting Cascade (HR System) passwords
- Running reports and collating data
Invoicing:
- Checking invoices against budget, coding correctly and processing for approval with HR, Finance and ICT Development
Email inbox management:
- Setting up rules, processes and maintaining the inbox of the Financial Controller – this is a busy inbox that requires prioritization, cleansing and delegating tasks
- Replying to queries in the HR support inbox that relate to benefit and training administration
General Administration:
- Room booking and meeting coordination for HR Director and Financial Controller
- Ad hoc administration tasks as and when they arise
About you
- To succeed in this role you will be an experienced administrator who has worked in either a finance or HR team before
- Strong numerical skills and excellent attention to detail are necessary
- Comfortable with excel, creating tables, using formula, collating and organising data. Analysis skills would be beneficial
- Previous work with payroll or finance data would be advantageous
- Confidentiality is key, you will be trusted with sensitive data that you must keep confidential and follow data protection procedures
- Excellent administrative skills – organised, able to see how to improve processes, excellent communication skills
- Personable and approachable
- Happy to be adaptable and flexible across the two teams, deploying skills in priorisisation and time management
Salary and benefits
• Salary: competitive based on market, professional experience and qualifications
• Performance related staff profit share scheme
• 26 days’ holiday per year (full time amount), plus Bank Holidays and days at Christmas and New Year.
• Pension scheme membership (after initial probationary period)
• Life and Accident insurance
• Group income protection scheme
• Private Medical Insurance
• Critical Illness Cover
• Wellbeing Allowance
• Access to Peppy for you and your partner
• 1 paid volunteering day per year to help give back to our local communities
• Interest Free Season Ticket Loan
• Interest Free Rental Deposit Loan
• Employee assistance programme
• Enhanced maternity and paternity pay after passing probation
Alongside our competitive compensation and benefits package we offer all our staff the ongoing opportunities to learn and develop, through in-house CPD sessions, further education support as well as internal and external training programmes. Gerald Eve encourage pro-bono work and volunteering as well as regular social and sporting activities to engage with all your colleagues.
Your progression will be supported and guided by managers and mentors using a transparent framework so you can clearly see what you need to do to get to where you want to be.
Hybrid working and core hours
Our hybrid working policy outlines staff to be in the office for 3 days per week, with 2 days working from home. To start with (during probation) we would ask that this role is 4 days in the office whilst you get to know the teams and duties.
In our London offices, our desk booking app allows you to plan ahead, and book your desk up to 3 weeks ahead. We also offer great flexibility around our core hours, which are from 10.00 a.m. to 4.00 p.m. You can choose to start and end your day around these hours, provided you still do your 7.25 hours per day (e.g. 8.00 am – 4.30pm, 10.00 am – 6.30 pm). There is no requirement for this to be the same each day, but you are required to keep your manager informed. This position also involves out of hours working on an ‘as necessary’ basis. We are open to considering flexible working arrangements for everyone; this can be discussed during the application process or upon commencement.
The firm is an equal opportunities employer and applications from persons belonging to minority groups are encouraged.
Your personal data submitted and processed in relation to this job application will be stored and processed securely in accordance with our Data Protection policy. By submitting an application you are agreeing to your data being used, stored and processed for the purpose of recruitment.
The terms and conditions of this appointment may be varied by the firm to meet business requirements and/or to meet changes in best practice or legal requirements.
This role will sit across our Finance and HR teams, these are busy teams who are looking to make process improvement to make efficiencies in the way we work. The teams deal with a lot of queries from the business on a daily basis as well as carrying our operational and strategic tasks to support the firm in its growth. The teams together are nearly 25 people, based in our London West End office.
This is a new role which has been created to help manage large amounts of administration that the teams process. The role is offered on a 12 month FTC basis. This is an opportunity for a very well organised, experienced administrator to make a real impact – to make teams operate more effectively, free up managers time to focus on other business priorities and help make our processes more streamlined.
Main responsibilities:
Finance Team Administration:
- Compiling regular reports and distributing to correct individuals – these reports include regular reports to the bank
- Creating and editing PDF reports in Adobe
- Updating the fixed asset register
HR Team Administration:
- Processing benefits for payroll and with suppliers for example season ticket loans, insurance scheme joiners/changes, wellbeing allowance.
- Sending monthly reports to benefit providers
- Monthly pension enrolment process
- Updating HR systems with data changes
- Coordinating training sessions; booking rooms, sending invites, liaising with providers and delegates
- Resetting Cascade (HR System) passwords
- Running reports and collating data
Invoicing:
- Checking invoices against budget, coding correctly and processing for approval with HR, Finance and ICT Development
Email inbox management:
- Setting up rules, processes and maintaining the inbox of the Financial Controller – this is a busy inbox that requires prioritization, cleansing and delegating tasks
- Replying to queries in the HR support inbox that relate to benefit and training administration
General Administration:
- Room booking and meeting coordination for HR Director and Financial Controller
- Ad hoc administration tasks as and when they arise
About you
- To succeed in this role you will be an experienced administrator who has worked in either a finance or HR team before
- Strong numerical skills and excellent attention to detail are necessary
- Comfortable with excel, creating tables, using formula, collating and organising data. Analysis skills would be beneficial
- Previous work with payroll or finance data would be advantageous
- Confidentiality is key, you will be trusted with sensitive data that you must keep confidential and follow data protection procedures
- Excellent administrative skills – organised, able to see how to improve processes, excellent communication skills
- Personable and approachable
- Happy to be adaptable and flexible across the two teams, deploying skills in priorisisation and time management
Salary and benefits
• Salary: competitive based on market, professional experience and qualifications
• Performance related staff profit share scheme
• 26 days’ holiday per year (full time amount), plus Bank Holidays and days at Christmas and New Year.
• Pension scheme membership (after initial probationary period)
• Life and Accident insurance
• Group income protection scheme
• Private Medical Insurance
• Critical Illness Cover
• Wellbeing Allowance
• Access to Peppy for you and your partner
• 1 paid volunteering day per year to help give back to our local communities
• Interest Free Season Ticket Loan
• Interest Free Rental Deposit Loan
• Employee assistance programme
• Enhanced maternity and paternity pay after passing probation
Alongside our competitive compensation and benefits package we offer all our staff the ongoing opportunities to learn and develop, through in-house CPD sessions, further education support as well as internal and external training programmes. Gerald Eve encourage pro-bono work and volunteering as well as regular social and sporting activities to engage with all your colleagues.
Your progression will be supported and guided by managers and mentors using a transparent framework so you can clearly see what you need to do to get to where you want to be.
Hybrid working and core hours
Our hybrid working policy outlines staff to be in the office for 3 days per week, with 2 days working from home. To start with (during probation) we would ask that this role is 4 days in the office whilst you get to know the teams and duties.
In our London offices, our desk booking app allows you to plan ahead, and book your desk up to 3 weeks ahead. We also offer great flexibility around our core hours, which are from 10.00 a.m. to 4.00 p.m. You can choose to start and end your day around these hours, provided you still do your 7.25 hours per day (e.g. 8.00 am – 4.30pm, 10.00 am – 6.30 pm). There is no requirement for this to be the same each day, but you are required to keep your manager informed. This position also involves out of hours working on an ‘as necessary’ basis. We are open to considering flexible working arrangements for everyone; this can be discussed during the application process or upon commencement.
The firm is an equal opportunities employer and applications from persons belonging to minority groups are encouraged.
Your personal data submitted and processed in relation to this job application will be stored and processed securely in accordance with our Data Protection policy. By submitting an application you are agreeing to your data being used, stored and processed for the purpose of recruitment.
The terms and conditions of this appointment may be varied by the firm to meet business requirements and/or to meet changes in best practice or legal requirements.
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As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. What information does the organisation collect? The organisation collects a range of information about you. This includes: • your name, address and contact details, including email address and telephone number; • details of your qualifications, skills, experience and employment history; • information about your current level of remuneration, including benefit entitlements; • whether you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; • information about your entitlement to work in the UK; and • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief. The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. The organisation will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email). Why does the organisation process personal data? The organisation needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you. In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts. The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims. The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment. Where the organisation processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes as permitted by the Data Protection Act 2018/reasons of substantial public interest. If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time and deleting your personal recruitment account where your information is held. Who has access to data? Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with employment background check providers to obtain necessary background checks. The organisation will not transfer your data outside the UK. How does the organisation protect data? The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. For how long does the organisation keep data? If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice. Your rights As a data subject, you have a number of rights. You can: • access and obtain a copy of your data on request; • require the organisation to change incorrect or incomplete data; • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override the organisation's legitimate grounds for processing data. If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner. What if you do not provide personal data? You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references. You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information. Recruitment processes are not based solely on automated decision-making.