Business Administrator - Edinburgh, United Kingdom - Green Element Limited

Description

Location
Edinburgh or London and home/remote based until we have an permanent office


Hours per week
37.5 hours per week.

Part-time hours on a job share basis will be considered.


Reports to
CEO, Green Element & Compare Your Footprint


Company overview
Green Element is an Environmental Consultancy with over 20 years of experience concerning environmental issues.

We will guide your organisation on your journey to become an environmentally responsible business with bespoke sustainability solutions and full support.

With our ability to work remotely, we engage with businesses all over the world

Our team has helped over 200 organisations become more sustainable through the hard work and passion of everyone involved.

Our story has been built by every individual, like-minded professional and employee, client, and partner that we have had the pleasure to work with.

In addition to our growing and comprehensive sustainability consultancy service, we also support businesses in their goal to become more sustainable via online courses and coaching services.

We inspire and promote sustainability via our podcast 'Sustainability Solved - the sustainable business podcast' as well as our 'Sustainability Solved' community which offers carbon footprinting (via our Compare Your Footprint web app), environmental guidance via the provision of handbooks, blogs, webinars, on-hand experts in addition to peer-to-peer engagement.

Scope of the role
This role is first and foremost about supporting our Green Element and Compare Your Footprint team and our clients.

This role will put you at the heart of the business and involve a variety of important tasks across a number of business functions including Operations, HR, Reporting & Analysis, Finance, IT, Legal & GDPR in addition to PA duties to the CEO.

Key relationships

• All employees of Green Element and Compare Your Footprint
• CEO
• Clients
• External company Accountants
• External IT consultants
• External HR consultant
• External Legal consultants

Key responsibilities

Business Operations:

• Book internal and external meetings for all members of staff.
• Support the CEO, Sales, Marketing and Compare Your Footprint teams with operational activities.
• Update and maintain our Customer Relationship Manager (CRM) software(s) and other customer files.
• Procure operational products and services for the team.
• Ensure the team have access to coworking office space.
• Maintain a register of B2B referral agreements and introducer contracts and arranging these where necessary.
• Identify and communicate pressing operational matters to the team.

HR:

• Own the onboarding of all new staff members including but not limited to drafting contracts of employment, undertaking right to work checks and obtaining employment references, enabling IT system access as well as other employment admin duties.
• Maintain confidential employee personnel files and electronic records (in compliance with the Data Protection Act) and carry out any other adhoc filing as required.
• Assist managers with the personal development of their teams and all employment related tasks.
• Draft employment communications.
• Ensure consistency of approach i administration documents, templates and procedures across the business.
• Liaise with the HR consultant on more complex HR/employment issues.
• Issue HR policies to all employees as and when changes occur.
• Be the point of contact for any employee relations issues, ensuring compliance with HR policies.
• Own the offboarding/termination process of staff members.
• Carry out other ad hoc HR or employment related duties as required.

Business Reporting and Analysis:

• Prepare, maintain and communicate reports on staff capacity.
• Monitor and advocate good staff timesheeting practice using our online software.
• Develop business reporting and provide analysis in response to business need.

Finance:

• Invoice clients via our online accountancy software 'Xero' in accordance with their agreements, providing statements and other accounts receivable activities.
• Inform external company accountants of any changes to revenue and costs in our cashflow.
• Complete supplier administration including managing client portals.
• Be the single point of contact and answer enquiries from our external accountants.
• Maintain a register of suppliers and contracts, checking invoices and costs against agreed amounts. Identify value for money options where possible.

IT:

• Liaise with our external IT support providers on any operating system or technical matters.
• Master company software and technology to provide training and support to other staff throughout their employment.
• Use Microsoft Teams for virtual communications, file management and project management in line with business practices.
• Identify and set up new digital solutions to business problems when these arise to support other teams.
• Keep up to date w