Operations Team Assistant

Operations Team Assistant

£26,266 per annum

London

The operations team assistant is a new role, reflecting the increasing need for another support role after the huge growth of our organisation over the last twelve months. Part of the operations and front of house team who provide an amazing workspace and seamless services to the wider team, the new assistant will be focused on providing financial support for the team, showing careful attention to detail when raising purchase orders and processing invoices. They will also provide general support to the operations and front of house teams, being prepared to ‘muck in’ with anything else that needs doing. A great opportunity to get exposure to the many and varied operations functions.

Key tasks / responsibilities

Finance support

• Filing, coding, sending for approval and keeping track of new supplier forms, supplier invoices, credit card statements and employee expenses
• Resolving PO, invoice and remittance queries
• Financial assistant support for other departments in absence of team assistants
• Following financial procedures and maintaining good financial records, for example, raising Purchase Orders and obtaining necessary approvals
• Processing season ticket loans for staff

IT support

• Setting up iPhones, desks phones and scanner settings for new starters
• Logging and signing out spare IT hardware
• Replacing toner and other consumables in printers

General divisional support

• Assisting with diary management for Ops team, booking meetings and training sessions
• Providing general administrative to support the running of the division as a whole

Office

• Back up support for reception and House Manager in room bookings, signing in guests, ordering catering, replenishing snacks and setting up AV
• Helping maintain a tidy and clutter-free office
• Filtering and transferring calls from the office admin telephone line
• Sourcing and setting up new suppliers for office-related items
• Assist in arranging travel as required
• Managing internal storage space and keeping it tidy
• Managing storage of items in external storage unit
• Monitoring and maintaining stationery stock levels
• Printing and binding documents as required
• Ad hoc duties

Health & Safety

• Fire warden duties and first aider (training will be provided)
• Helping with DSE assessment as required (training will be provided)

Skills, experience and competencies

Essential

• Microsoft Office skills and general IT literacy (preferably Mac based)
• Experience of performing financial administration to the highest level of accuracy
• Familiarity with a range of financial tasks
• Highly organised and able to manage own time in order to complete multiple tasks with varying deadlines
• Professional and discreet, with the ability to judge when information must be treated confidentially
• Attention to detail when reviewing data, with the ability to spot discrepancies, e.g. matching invoices to purchase orders
• Reliability, including on time keeping and attendance, as essential to supporting the team in the office
• Able to communicate clearly and confidently, for example, when handling payment queries or explaining financial transaction details
• Experience in an office-based environment
• Appreciation of the objectives and activities of Smart Energy GB
• Appreciate the diversity of the people and communities of Great Britain and embrace this diversity in your approach to work

Desirable

• Familiarity with financial processes
• Intermediate level Microsoft Excel (able to use basic formulas)
• Able to use initiative, for example, anticipating problems and contacting the relevant people to deal with them, researching solutions rather than always asking for help

All disabled applicants who meet the minimum requirements of the job as set out in the job description and person specification will be guaranteed an interview if requesting to be considered under this scheme.

Diversity

Smart Energy GB actively encourages applications from those groups currently under-represented in our sector. We’re building a team that is able to understand the needs of and effectively communicate with the whole of our diverse nation. So, if you’re applying for a job with us, we’d like to hear how you can help us do this. And we want to hear from you if there’s anything we can do to make our interview process or working environment more inclusive and to meet your particular needs.

The benefits

Every member of our team goes above and beyond, helps one another out and contributes to the achievement of our ambitious goals. We think it’s only right for us to reward them accordingly:

• Competitive pension scheme
• 25 days annual leave (plus bank holidays)
• Subsidised gym memberships
• Season ticket loan
• 5 annual volunteer days
• Option to buy additional annual leave
• One four week fully paid sabbatical (after 3 years of service)
• Cycle to work scheme
• Childcare voucher scheme
• Free breakfast – to support a positive working environment, a free breakfast and healthy snacks are provided everyday.