Finance & Administration Manager

Our mission is to improve employee mental health. Most of us have experienced the challenges of poor mental health, whether that’s ourselves or people we love. And we believe passionately that if we all learn what is important to our mental health, and prioritise it, we can be our best selves. That starts with all of our employees, but our big focus is on how we can help improve the lives of missions of people. Our wellbeing marketplace is delivering outstanding results in early stage testing, and we’re in the process of rolling it out across some large employers. It’s a critical stage for the business, and we’re looking for people who want to make a difference and are willing to put in a big effort.

Role: Finance & Administration Manager

Term: Permanent

Hours: Part-time, 21hrs a week increasing to 24hrs after 3 months 

Salary: £34,000-£38,000 pro-rata DOE (increasing after 6 months) 

You will sit at the heart of the organisation and will be someone who has a keen interest and strong ability in managing a small, dynamic, and close-knit remote team, with the desire to know everything that’s going on. 

With your excellent organisation skills, you will have oversight of all team work and help make sure people are staying committed to their deadlines and have everything they need to achieve their goals. In many ways, you will be the glue that holds all the strands of our activities together and you will have the chance to get involved in a wide array of projects and activities that will mean no two days are the same. Our culture is friendly, focused, open-minded and hard-working and your role will be a central part in the team.

The role will be varied and challenging as you will have responsibility for all administrative and financial matters, including legal administration, budgeting and bookkeeping, quarterly reporting and supporting the development of efficient processes. You will be that first point of contact for all general business enquiries, directing them to the right person and exploring anything new or undefined. 

You will report to the board and work alongside the Director of Operations. This engaging and varied role requires a highly organised individual who can turn their hand to many different tasks and facilitate our organisation. You’ll have the chance to take the initiative, work independently and provide vital support across several areas of the organisation.

We’ll provide you with a comprehensive induction and training on our systems and we strongly believe in offering professional development opportunities to all our staff, so you will have plenty of chances to grow within your role.

 

Finance

  • Reconcile bank accounts monthly 

  • Double entry bookkeeping including month end journals for accruals and prepayments

  • Quarterly VAT returns

  • Liaise with accountant for year end reporting 

  • Liaise with accountant for R&D claim

 

Legal Administration

  • Administer contracts via SeedLegals using templates

  • Submit annual returns

  • Support the DPO with any administration for our GDPR compliance

  • Support the Operations Director with HR administration of contracts

 

General Administration

  • Team diary management, including meeting scheduling and room booking. Send and set reminders for recurring things.

  • Be the first point of contact for any office related issues and manage the relationship with our physical office provider

  • Facilities - manage external facilities suppliers; conducting regular reviews of their performance and price, source replacement suppliers and/or renegotiate contracts 

  • Book meeting rooms when needed and make sure facilities are available and ready for use

  • Ad-hoc tasks, such as membership forms, magazine subscriptions, distribution of incoming mail, photocopying documents, ordering stationery, and circulating.

 

Ad-hoc Administration on Projects

  • Oversee any grant administration and reporting for externally partnered projects 

  • Support the QA administration for our supplier products on the directory

 

Experience 

Essential 

Desirable

Bonus

Xero accounting software 

Advanced excel skills

Slack

Google apps such a docs and sheets

Project coordination experience   

Hubspot CRM    

Mac software such as keynote and numbers    

VAT returns 

Trello

 

3 Month Priorities - Learning and Handover

  1. Take over bookkeeping from external bookkeeper 

  2. Help work with the DPO to establish administrative processes for GDPR

  3. Support the Ops Director with administration of our current Innovate UK grant 

  4. Support the Head of Directories and Ops Director with the QA process for the resources on our directory 

Your Benefits 

  • Salary based on experience, with a contractual increase after 6 months 
  • You have 28 days leave including bank holidays and the option to purchase more annual leave

  • You have 10% Wellbeing Time to invest in yourself, looking after your wellbeing

  • All staff are given £50 a month to spend on their wellbeing via the platform

  • We have a company pension managed by Nest with an easy to use online portal

  • A flexible working environment, with a mix of remote and in office working possible  

  • Regular social and professional events

  • You will have personal and professional development goals, with an annual appraisal. Your salary will be reviewed in line with your goals and achievements

 

Application Process 

We would be very excited to see applications from BAME, POC and LGBTQ community folk. Cis, non POC and all usual/unusual identifying people will also get a big welcome! 

When applying please make sure you specify in your covering letter your availability with any notice period, why you would like to work with BetterSpace, and how you are suitable for the role.Closing date for applications is midnight on 13th September. The 1st round interviews will be held week commencing 14th September 2020 online via Zoom. 2nd round interviews will be held at our coworking offices in Bonhill Street at a date to be confirmed to successful candidates. This role is for an immediate start.