Job Overview
The Senior Team Administrator sits at the heart of the Knowledge Exchange UK (KEUK) team and is involved in all areas of the company’s work, supporting the team on a day-to-day basis, managing our office and maintaining the smooth running of our finance and operational systems. This includes administering financial, HR and office systems in liaison with external support agencies where applicable. The role holder will be expected to be proactive in supporting the team with administrative tasks, such as booking meetings and securing venues. They will also provide some Executive Assistant (EA) support to the CEO and senior leadership team (SLT).

The role includes engagement with our members, sponsors and partner organisations - mainly on financial matters - as well as being a key relationship holder with our virtual finance office (VFO). As we run numerous member events, there may be opportunities to support or be involved with other face-to-face activities.

The role would suit a highly organised and proactive individual who appreciates the positive impact high quality administrative support has in a small organisation, who enjoys working collaboratively and who is keen to gain experience in a busy organisation across finance and operational remits.

Fixed term starting 01 May 2025 for one year or until the return of the postholder, whichever is earlier.

Responsibilities

• You will oversee the smooth running of the Knowledge Exchange UK office by putting in place or maintaining financial and operational systems and procedures for use by the Executive Team, providing advice and guidance on their use. You will be the main point of contact for company suppliers and external enquiries and have responsibility for maintaining the physical office, ensuring it is a pleasant place to work. This role will also have delegated authority from CEO to deal with KEUK Board members, including arranging quarterly Board meetings and managing associated administration.

Finance (50%)

• Monitor the processing of financial and accounting transactions, in liaison with our virtual finance office (VFO). Reconcile accounts, statements, and reports. Identify and analyse discrepancies and errors. Make corrections, processes adjustments and follows up on problems. Audit outstanding items. Monitor expenses payments via the Dext system.
• Monitor cash flow, day-to-day expenditure and costs. Support team with enquiries relating to expenses and invoicing
• Be a key point of contact for our members, suppliers and virtual finance office, ensuring prompt payment of suppliers, staff expenses and managing credit control.
• Oversee use of the company credit card, reconciling receipts and administering the account.
• Be responsible for monitoring and actioning finance-related emails from suppliers, staff and volunteers.

Operations (20%)

• First point of contact for general enquiries to the organisation via both email and phone.
• Maintain office supplies and equipment, ensuring that the office environment is professional and welcoming for staff.
• Maintain health and safety records, monitor insurance renewals and liaise with central office building (SJIC) management team.
• Day-to-day monitoring of annual leave and time-in-lieu across the team.
• Contribute to the development of systems and processes to ensure sustainable and effective operations for KEUK team, volunteers and customers.
• Organise in-person and virtual Team meetings and regular ‘off site’ Team Away days.

Governance (20%)

• In association with the Chair and CEO, organise and administer meetings of the KEUK Board including establishing meeting dates, booking meeting venues, circulating papers and liaising with participants to ensure smooth execution and follow-up.

Events (10%)

• May be asked to support with the administration and operation of events and courses as workload across the team dictates.

Job Types: Part-time, Fixed term contract
Contract length: 12 months

Pay: £32,000.00 per year

Expected hours: 22.5 - 30 per week

Benefits:

• Employee discount
• Free parking

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Cambridge CB4 0WS

Expected start date: 01/05/2025