Finance and Operations Administrator

Physiological Society

About the Organisation

Physiological Society (‘the Society’), a registered charity, brings together members from over 60 countries. Since its foundation in 1876, our members have made significant contributions to our knowledge of biological systems and the treatment of disease. The Society promotes physiology and supports those working in the field by organizing world-class scientific meetings, offering grants for research, collaboration, and international travel, and publishing the latest developments in its leading scientific journals.

About the role

This role is within the Society’s Operations Team, and involves working with all teams within the Society, as well as our operations outsourced partners: Js2 (finance), Precision FM (facilities management), and Zenzero (IT support). This is a varied role responsible for the smooth and efficient running of the Society’s finance, office, and building administrative needs, including the administration and support for a range of finance and health and safety-related activities.

Responsibilities

Finance Support:

• Prepare weekly payment packs for review by our outsourced accountants.
• Process invoices, expenses, and bank credits, ensuring correct authorization and coding.
• Manage credit card expenses and out-of-pocket expenses via our online platform.
• Assist with debtors, creditors, and quarterly reviews with outsourced partners.
• Support the annual financial audit and maintain organized financial filing systems.

Office Administration:

• Oversee office cleanliness and liaise with Facilities Management Receptionist as needed.
• Coordinate room setup, catering, and staff meetings.
• Maintain office supplies, stationery, and consumables, ensuring they are stocked and within use-by dates.
• Manage the Business Trainline platform and liaise with suppliers to review pricing.

Health & Safety:

• Assist with Health and Safety administration, ensuring compliance with regulations.
• Fire Marshal and First Aider, conducting regular checks and maintaining supplies.
• Conduct monthly building health and safety checks and manage risk assessments.
• Provide health and safety inductions for new staff and contribute to policy development.

Building Management Assistance:

• Support facilities management projects and liaise with contractors to resolve issues.
• Maintain key logs, coordinate building access, and manage handyman requests.
• Prepare tenant rent and service charge invoices and provide building inductions for new staff.

Skills, Competencies & Experience

• 3 years of experience in an administrative role, ideally in a similar environment.
• Strong organizational skills with attention to detail and the ability to prioritize effectively.
• Proactive and self-motivated with excellent communication skills.
• Proficient in IT, especially Excel, and experience using online expense platforms.
• Flexible and able to manage tasks under pressure while maintaining a high standard of work.
• Excellent administrative skills, and ability to demonstrate attention to detail                  
• Self-motivated and resourceful with the ability to generate and implement ideas and improve processes to increase efficiency
• Confident and self-motivated, with good communication skills, and the ability to remain calm under pressure    
• Efficient and organized along with the ability to plan and prioritize work effectively    
• Proficient IT skills, in particular Excel                
• Flexible about working hours on occasions

Required Qualifications

• Undergraduate Degree

Compensation & Benefits

• Competitive Benefits Package
• Other Benefits

Conditions of employment

•  You must be have the right to work in the UK.

Working locations

• Hybrid model, working in the London office and remotely

How to apply

• Send an email to [email protected] with a CV and a cover letter by 28th February 2025 at 5 PM

Interviews

• Shortlisted candidates will be contacted for an interview

Policies

• Physiological Society is an equal opportunity employer. We are committed to actively promoting equality, diversity, and inclusivity, creating an inclusive environment for all employees.

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