Office Administrator - UK

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 billing customers.
• Bank reconciliation, and record any inconsistencies to help Finance Director reconcile inaccuracies.
• Help Finance Director with admin duties and preparing yearly accounts.
• 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 organizational, record-keeping and prioritization skills, with the ability to manage, prioritize 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 demeanor, appearance and attitude.
• Ability to handle confidential information.
• Self-starter, with ability to work independently.

Desirable

• Relevant qualifications in accounting or finance is preferred, 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