Finance and Operations Administrator

The 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 organising world-class scientific meetings, offering grants for research, collaboration and international travel, and by publishing the latest developments in its leading scientific journals.

We are looking for a proactive, organised, and detail-oriented Finance & Operations Administrator to join our dedicated Operations Team.This is a varied and hands-on role, responsible for ensuring the smooth running of our finance, office, and building management operations. You'll work closely with all departments, our outsourced partners, and key stakeholders to support the daily functioning of the Society.

Key Responsibilities

Finance Support

• Prepare weekly payment packs for review by our outsourced accountants.
• Process invoices, expenses, and bank credits, ensuring correct authorisation 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 organised 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.
• Act as a 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.

Key Attributes

• Proven 3+ years of experience in an administrative role, ideally in a similar environment.
• Strong organisational skills with attention to detail and the ability to prioritise 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.

What We Offer

• Competitive salary and benefits package.
• A friendly, supportive and collaborative work environment with room for personal and professional growth through our training opportunities.

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

How to ApplyIf you're a proactive and organised individual with proven administrative skills, we'd love to hear from you. A full job description is available. Please submit a cover letter outlining why you're the ideal candidate for this role

Please do not apply if you do not have the legal right to work in the UK.

The application deadline is 28 February but we reserve the right to interview strong candidates as they arise.