Office and Finance Administrator

SPOKE; Richmond (VA); Sur place; USD 35 000 - 40 000; Temps partiel

Avantages offerts par ce poste

Vitality health insurance

Flexible 21-hour schedule

Team socials and events

Résumé du poste

SPOKE in Richmond is seeking an organised Office and Finance Administrator for a part-time, 21-hour-per-week role. You will run the office, support HR and health and safety, and handle a defined set of finance admin tasks, reporting to the Finance Controller.

You’ll coordinate new starters, leavers and payroll data, manage suppliers, and assist with invoicing, expenses and Xero-based reconciliations. The role is based on-site at our Richmond office.

Qualifications

• Experience in office administration or similar support role.
• Strong attention to detail and organised approach.
• Clear communication with suppliers, contractors and colleagues at all levels.

Responsabilités

• Oversee day-to-day running of the Richmond office.
• Admin HR processes including right-to-work checks, inductions, contracts.
• Maintain GDPR-compliant employee records and holiday/absence tracking.
• Coordinate health and safety records, risk assessments and training.
• Support the finance team with invoice processing and bank coding.
• Keep supplier records, contracts and asset registers up to date.
• Organise team socials and office initiatives.
• Provide ad hoc IT support and liaise with IT providers.

Connaissances

Office administration

HR administration

Health and safety

Finance support

Microsoft Office / Google Workspace

Outils

Xero

Lightyear

Payroll system

Description du poste

We’re looking for an organised, proactive Office and Finance Administrator to keep our Richmond office running smoothly and support the finance team. The role is weighted towards office administration: you’ll be the go-to person for the day-to-day running of the office, HR administration and health and safety, alongside a defined set of finance admin tasks.

This is a part-time role of 21 hours per week. The hours can be spread across five days or worked across fewer days, to suit you and the needs of the business. You’ll report to our Finance Controller.

Office Management

You’ll own the day-to-day running of the office so the team can get on with their jobs:

• Keep the office clean, tidy, welcoming and fully stocked, including kitchen, refreshments and stationery

• Order office supplies and manage stock levels, budgets and deliveries

• Manage office suppliers and contracts (cleaning, waste collection, energy, insurance, utilities, printer and equipment), including renewals, service issues and cost reviews

• Organise ad hoc office waste collections and maintenance or repair visits

• Act as the main contact for the landlord, building management and facilities contractors

• Handle incoming and outgoing post, deliveries and couriers

• Organise team socials, events and office initiatives

• Provide ad hoc IT support, such as new starter laptop setup, printer and router issues, and liaising with our IT providers

• Keep asset, equipment and supplier records up to date

HR Administration

You’ll support the Finance Controller with the HR admin that keeps the team running:

• Coordinate the new starter process: contracts, right-to-work checks, induction schedule, equipment and system access

• Handle leaver admin, including exit paperwork, equipment return and account closure

• Maintain accurate, confidential employee records, in line with GDPR

• Track holiday, sickness and other absence, and keep the records up to date

• Send starter, leaver and change information to payroll on time

• Keep the company handbook and HR policies up to date and make sure the team can find them

• Be the first point of contact for general HR queries, escalating to the Finance Controller where needed

• Help with recruitment admin: posting adverts, scheduling interviews and sending candidate correspondence

• Coordinate benefits administration (pension, Vitality health insurance) and mandatory training

Health and Safety

You’ll be the on-site lead for health and safety administration, helping us stay compliant and keep the office a safe place to work:

• Coordinate and keep records of risk assessments, display screen equipment (DSE) assessments and the H&S policy

• Organise fire safety: alarm and extinguisher checks, fire drills, evacuation procedures and fire warden support

• Make sure first aid kits are stocked and in date, and keep track of first aiders and fire wardens

• Maintain the accident book and report and log incidents and near misses

• Run regular office safety checks and follow up on actions with the landlord and contractors

• Keep compliance records up to date, including PAT testing, electrical and gas checks, and statutory notices

• Include health and safety in new starter inductions and coordinate refresher training

• Liaise with external H&S advisers where needed

Finance Admin

Alongside the office work, you’ll support the finance team with:

• Reviewing and approving credit card expenses

• Submitting invoices and assigning them to budget holders through our approval system, Lightyear

• Managing the shared accounts inbox and sending remittance advice to suppliers

• Reconciling supplier statements and aged payables

• Coding and matching bank transactions daily via the Xero bank feed

• Raising ad hoc wholesale invoices

The Right Candidate

In an ideal world, you’d have:

• Previous experience in an office administration, office management or similar support role

• Strong attention to detail and a methodical, well-organised approach

• Clear written and verbal communication, and confidence dealing with suppliers, contractors and colleagues at all levels

• A proactive, self-directed approach and the confidence to take ownership

• Comfort with routine, multi-tasking and tight deadlines

• Good Microsoft Office or Google Workspace skills

• Discretion when handling confidential HR and financial information

Comp & Benefits

You can expect:

• Salary of £26,000-£30,000 full-time equivalent, pro rata for 21 hours per week, depending on experience

• 21 hours per week, spread across five days or fewer to suit you and the business

• 25 days of holiday (pro rata), plus one additional day for each year of service

• Vitality health insurance

• A varied role with real ownership, based in our Richmond office

• Regular team socials and events

• Perhaps the most generous 'trouser allowance' anywhere in the world*

*unproven, but highly likely