Administrator – HR, Finance & Governance
Job Title
Administrator – HR, Finance & Governance
Reports To Head of Clinical Applications / Head of Governance
Location
Hybrid Working – London / Home Office
Hours
Full-time, 37.5 hours per week
Salary
30,000
Contract
Permanent
Purpose of the Role
We are looking for an experienced, highly organised administrator to provide comprehensive administrative support across HR, Finance, and Governance. This is a varied and important role suited to someone who is comfortable working independently, managing competing priorities, handling confidential information with discretion, and acting as a trusted point of contact across the organisation. The successful candidate will bring a proactive, detail-oriented approach and the confidence to work with the Head of Governance, Head of Clinical Applications and the Senior Leadership Team
Key Responsibilities
HR Administration
- Follow onboarding and employee lifecycle processes, including contract changes and offboarding, under the guidance of the HR Manager.
- Maintain accurate and up-to-date employee records in the HR system, ensuring compliance with data protection requirements.
- Coordinate recruitment activity in conjunction with hiring managers, including advertising vacancies, arranging interviews, and processing right-to-work and background checks.
- Support the administration of payroll, benefits, absence, and holiday records, liaising with payroll providers as required.
- Draft HR correspondence such as offer letters, contracts, and reference requests.
- Signpost staff to relevant HR policies and procedures, escalating queries to the HR Manager as appropriate.
- Support the coordination of training, appraisals, and performance review cycles.
Finance Administration
- Monitor supplier invoices and payments, checking they are accurate, approved, and processed on time.
- Log and monitor expense claims, checking they comply with financial procedures before processing.
- Monitor accounts for compliance with financial policies and procedures, flagging any discrepancies.
- Assist with bank reconciliations, petty cash monitoring, and month-end financial administration.
- Maintain financial records and filing systems to support audit and compliance requirements.
- Support budget monitoring by preparing routine financial reports and reconciling records.
- Liaise with external accountants, auditors, and suppliers as needed.
Governance Administration
- Provide administrative support to the Head of Governance across governance activity for the senior leadership team.
- Monitor expiry and renewal dates for governance documents, policies, contracts, licences, and registrations, flagging upcoming deadlines to the Head of Governance.
- Gather information and documentation needed for senior leadership team meetings from relevant contacts across the organisation.
- Coordinate the scheduling of senior leadership team meetings, including diary management and room/venue logistics.
- Prepare, format, and distribute agendas, papers, and minutes in line with governance timetables.
- Monitor compliance with governance policies and regulatory requirements, reporting findings and any gaps to the Head of Governance.
- Maintain and update statutory registers, policy documents, and other governance records under the direction of the Head of Governance.
- Assist with the preparation of materials for statutory filings and regulatory returns (e.g. Companies House, Charity Commission, or sector-specific regulators).
- Support the induction of new senior leadership team members and maintain governance-related training records.
General
- Act as a central point of contact for HR, Finance, and Governance queries across the organisation.
- Maintain and improve administrative systems, templates, and processes to increase efficiency and accuracy.
- Ensure all activity is carried out in line with data protection, confidentiality, and regulatory requirements.
- Provide ad hoc administrative and project support to senior management as required.
Person Specification
Essential
- Administrative experience in a similar role
- Experience managing own workload and multiple workstreams to meet deadlines independently.
- Excellent organisational skills.
- Excellent computer skills, including confidence using Microsoft Office (Word, Excel, Outlook) and learning new systems (e.g. HR, finance, or governance software).
- Excellent spoken and written English.
- High level of accuracy and attention to detail, particularly when handling financial and confidential data.
- Sound understanding of confidentiality, data protection, and information handling requirements.
- Able to use discretion and sound judgement, escalating issues appropriately.
Desirable
- Experience using HR information systems, accounting software (e.g. Xero, Sage, QuickBooks), or governance/document management tools.
- Experience ideally spanning HR, finance, or governance support.
Key Competencies
- Organisation and prioritisation
- Accuracy and attention to detail
- Discretion and confidentiality
- Communication and stakeholder management
- Problem-solving and initiative
- Adaptability across varied workstreams
- Meeting and adapting to deadlines
Pay: £28,000.00-£32,000.00 per year
Benefits:
Application question(s):
- It's 9am. You have three things on your plate: a supplier chasing an overdue invoice, a document the Head of Governance needs for an 11am meeting, and a new starter arriving today with no laptop or system access set up. How would you sequence your morning, and why
- You're processing an expense claim. The receipt total is £15 higher than what's been claimed, and the manager approval is missing - but the employee says they're travelling today and needs reimbursing urgently. What do you do?
Please note: We're not testing whether you know our internal policy - we want to understand what you'd consider a sensible, safe way to handle it in the moment
- What's one thing about how you work day to day that isn't obvious from your CV?
- This role gives you access to salary, HR, and governance information that's confidential. Describe a time - in any context, work, study, or otherwise - where you had to be careful about who you shared sensitive information with, or what you'd do if a colleague asked you for information you knew you shouldn't share
Work authorisation:
- United Kingdom (required)
Work Location: Hybrid remote in London
