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Aether is recruiting for Office & Finance Administrator

16 March 2021

The Role

As the Office and Finance Administrator, you will have a very varied and busy position. You will assist the consultants with project management tasks, making sure their time spent on projects is logged correctly, managing their expenses, arranging travel and other office admin such as ordering stationary and setting up for meetings.

Approximately 20% of this role will include the financial administration such as the production of invoices, chasing payments, processing expenses, and coordinating the use of the company credit cards.

The Person Specification

This is a brilliant opportunity if you excel in a support role. You will have contact with the whole team and have a good overview of the projects that are going on. You will have previous office admin and finance experience and have a self-motivated and commercial outlook. A questioning mind and the desire to streamline and formulate processes are also key.

To be successful in this role is it essential that you are a competent MS Office user. Aether requires candidates to be able to use Excel confidently and keen to improve their use of it e.g. using tools, formulas and pivot tables. This is a key part of the role due to the importance of numerical data in our consultancy work.

The working hours

Typical working hours for a full-time employee are 09:00 to 17:30, Monday to Friday.

The position is based at Aether’s Oxford office. Subject to COVID-19 requirements, the administrator would be expected to work in the office for the majority of the time. We currently run a COVID-safe office.

Required Experience and Skills

• High level of administration experience within an office environment
• Excellent communication and MS Office skills (Outlook, Teams, Word, Excel, Power Point)
• An ability to undertake several tasks simultaneously and be able to effectively prioritise work within a busy environment
• Attention to detail
• Strong numeracy skills and data processing experience are of great importance within this role
• Experience of working with external project management systems and other databases would be helpful

Responsibilities and Position in the Organisation

Financial Support

• Supporting company accounting processes
• The generation and issuing of invoices
• Chasing payments for invoices
• Processing invoices from subcontractors
• Calculating the company’s carbon footprint annually
• Co-ordinating company credit card usage and cash claims

 Project Administration

• Administration of project information: checking and updating project data, contacts data, and supporting Project Managers to do this
• Maintaining the project management system data and managing digital project filing
• Supporting the generation of marketing material (such as brochures, website)
• Completing client’s administrative forms and providing clients with required documents
• Other project support tasks as/when necessary

General Office Support

• Telephone call handling
• Ensuring staff timesheets are up-to-date & complete
• Processing of post
• Booking travel and accommodation
• Making arrangements for meetings and company events
• Keeping the office tidy
• Liaising with OCFI building staff
• Purchasing office stationery
• Producing notes from regular company meetings
• Ensuring staff workstation assessments are up to date
• Keeping track of staff birthdays, work anniversaries and environment days

Working for Aether

Aether is committed to bringing the best technical knowledge and data management to deliver high quality services and enable our customers to make good decisions. We have a strong company ethos, which ensures that we are open and transparent with our customers and build long-term relationships.

We have a dynamic and supportive working environment, and welcome individuals who demonstrate a positive attitude to new challenges. Aether Directors actively support a healthy work-life balance for our staff. We operate as a carbon neutral company and financially incentivise staff to choose low carbon travel options.

Benefits

Aether offers an attractive remuneration and benefits package including:

Attractive salaries, dependent on experience
Annual leave, 32 days (bank holidays included)
Environmental leave: Up to three days per year volunteering for environmental good causes
Low carbon travel scheme: Financial incentives for selecting low carbon travel

Application

If you would like to apply for this role, please send your CV and a separate short statement explaining why you are interested in this role, how your previous experience would bring benefits to Aether and what experience you have of supporting a team remotely.

Please also provide information about:

Availability to start/ Notice Period
Salary expectation

Recruitment email address: recruit@aether-uk.com

All applicants must be eligible to live and work in the UK

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