Office Administrator - UK

Caristo Diagnostics Ltd.; Oxford; On-site; GBP 22,000 - 32,000; Full time

Benefits offered by this job

Competitive salary

25 holidays per year

Enhanced pension contribution

Private medical insurance

Life insurance

Cycle-to-work scheme

Additional benefits for long‑service

Job summary

Caristo Diagnostics Ltd. in Oxford is seeking an Office Administrator to support the UK office and a global data operations team. You will Greet visitors, manage facilities, and coordinate travel and events while assisting HR and finance functions.

A proactive, detail-oriented candidate is essential for this fast-growing healthcare tech company. Ideal applicants will have clerical or finance-related qualifications, strong MS Office skills, and a proactive, independent work style.

Qualifications

• Qualifications in clerical or secretarial studies or finance, or previous office admin/PA experience.
• Proficiency in MS Office Suite and collaboration tools such as DocuSign, Teams, Slack, and Zoom. Willingness to learn new apps.
• Excellent problem-solving and organisational skills; ability to manage multiple tasks.
• Ability to handle confidential information with discretion.
• Self-starter who can work independently.

Responsibilities

• Greet visitors, answer phone calls, and respond to inquiries in a professional manner.
• Manage office facilities, maintenance, cleaning, and landlord communications.
• Coordinate office safety, security measures, and access control procedures.
• Monitor office cleanliness, organise supplies, and manage deliveries.
• Handle correspondence and file documents to SharePoint; organise meetings and agendas.
• Coordinate UK travel, itineraries, visas, and accommodation with attention to detail.
• Support HR: draft job descriptions, prepare Offer Letters and Employment Contracts, references, DBS checks, BambooHR.
• Bookkeeping tasks under Finance Director supervision: supplier invoices, expenses, VAT.
• Assist with billing, bank reconciliations, and year-end admin duties.

Skills

MS Office Suite

DocuSign

Teams

Slack

Zoom

Problem solving

Organisation

Attention to detail

Communication skills

Confidential information handling

Self-starter

Education

Clerical/Secretarial studies or finance

Tools

Dext

ApprovalMax

Xero

SageOne

Job description

A fantastic opportunity has become available for an Office Administrator to join Caristo Diagnostics's rapidly growing team. Based in Oxford, you will work in our global data operations team with colleagues in both UK and US.

About Caristo Diagnostics

Caristo Diagnostics is a global leader in AI technologies for cardiovascular disease, founded as a spin‑out from the University of Oxford. Its award‑winning technology helps detect hidden heart disease and identify people at risk of a heart attack before symptoms appear. Working with leading hospitals, research institutions, and pharmaceutical partners, Caristo aims to save lives through early detection and personalised prevention. The company was named a 2026 Technology Pioneer by the World Economic Forum in June 2026. Learn more at www.caristo.com or follow Caristo on LinkedIn, YouTube, and X.

About the CaRi-Heart® Technology

Named first of “7 Technologies That Could Change Heart Healthcare Forevermore” by the Robb Report, the CaRi-Heart® technology is Caristo’s flagship offering which uncovers hidden coronary inflammation, a key driver of cardiovascular disease, on routine Coronary Computed Tomography Angiography (CCTA). The technology is regulatory‑approved for commercial use in Europe and Australia, and is currently being piloted in several NHS sites. The CaRi-Heart Technology is also a receipt of the NHS AI award, and has been recognised by the British Heart Foundation as a game‑changing innovation for preventing cardiovascular disease. Multiple patents underpinning CaRi-Heart technologies have been granted in major jurisdictions around the world. In addition, exceptional validation results showing CaRi-Heart’s ability to aid the prediction of heart attacks have been published in leading medical journals including the Lancet, JACC, European Heart Journal, and Cardiovascular Research.

About The Role

Overview

The Office Administrator will play a critical role in ensuring the smooth and efficient operation of the UK office, and providing administrative support to various departments.

The ideal candidate will:

• be motivated at the thought of working in an innovative healthcare start‑up with a strong collaborative research and operations culture, helping to build a global business that will have material impact on the health and wellbeing of potentially millions of people.
• share the company values of pushing the boundaries, taking ownership, caring for each other and acting with candour and professionalism.

Responsibilities

Office/Facilities:

• Greet visitors, answer phone calls, and respond to inquiries in a professional and courteous manner.
• Manage office facilities, arrange and oversee general repairs and maintenance, manage cleaning contractors, manage communications with landlord.
• Coordinate office safety and security measures, including emergency preparedness, fire drills, and access control procedures.
• Monitor and maintain office cleanliness, organisation, and appearance, coordinating with cleaning staff or facilities management as needed.
• Track stocks of office supplies including stationery and manage coffee/fruit deliveries.
• Manage company correspondence, including phone calls, emails, letters and packages (incoming and outgoing).
• Scans and file documents to SharePoint as needed.
• Help arrange UK company team and marketing events, organise meetings, schedule appointments, create agendas and take meeting notes.
• Coordinate travel arrangements, including itineraries, visas, and accommodation, with meticulous attention to detail.

HR Support

• Support HR function, including drafting job descriptions, populate templates for Offer Letters and Employment Contracts, obtain references and DBS checks, liaise with HR benefits providers, update BambooHR software platform.
• Handle confidential and sensitive information with absolute integrity and maintain a high level of discretion at all times, following privacy regulations and company policies.
• Proactively identify opportunities to improve processes, streamline workflows, and enhance executive productivity.

Ideal candidate would also undertake book‑keeping tasks under supervision of Finance Director:

Book‑keeping

• Process supplier invoices, record receipts, process employee expenses, ensuring accuracy, approval, and timely payment.
• Assist with billingcustomers.
• Bank reconciliation, and record any inconsistencies to helpFinance Directorreconcileinaccuracies.
• HelpFinance Directorwith admin duties and preparing yearlyaccounts.
• VAT administration.

Skills & Experience Required:

Essential

• Qualifications in clerical or secretarial studies or finance, or previous office admin/PA experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools such as DocuSign, Teams, Slack, and Zoom. Willingness to learn new applications as needed.
• Excellent problem‑solving skills, the ability to research and an aptitude for helping other people.
• Excellent organisational, record‑keeping and prioritisation skills, with the ability to manage, prioritise and execute on multiple tasks in a fast‑paced environment.
• Strong attention to detail.
• Good interpersonal and communication skills (written and verbal), consistently demonstrating highly professional demeanour, appearance and attitude.
• Ability to handle confidential information.
• Self‑starter, with ability to work independently.

Desirable

• Relevant qualifications inaccounting or financeispreferred,but not mandatory.
• Proven experience with book‑keeping. Proficiency with accounting software – Dext, ApprovalMax, Xero or similar, SageOne, Xero and associated systems.
• Strong understanding of accounts payable and receivable processes.

Benefits:

• Competitive salary
• 25 holidays per year plus bank holidays
• Enhanced pension contribution
• Private medical insurance
• Life insurance
• Cycle‑to‑work scheme
• Additional benefits for long‑service

Why join Caristo:

Be part of a company at the cutting edge of medical technology, with the potential to save lives and revolutionise healthcare

• Join a dynamic and growing team, with opportunities for personal and professional growth
• Contribute to the development of ground‑breaking products in a company poised for significant expansion
• Enjoy a supportive and collaborative work environment, with a strong emphasis on innovation, quality, and impact