• Administrative Assistant

    Job Locations UK-London
    Job ID
    2018-1890
    # of Openings
    1
    Business Entity
    Octopus Investments
    Category
    Finance
    Type
    Permanent Full-Time
  • Overview

    About Octopus

     

    The Octopus Group incorporates Octopus Energy, Octopus Healthcare, Octopus Investments, Octopus Property, Octopus Ventures and Octopus Labs. Our aim is to have an impact in everything we do, and to make a vital contribution to the UK economy by helping people, companies and institutions generate wealth. And we’re always on the look-out for smart, talented people who share our values.

     

     

    About the role

     

    The Specialist Finance team (part of Octopus Investments) are a 12-strong team, responsible for the provision of finance services across two key product areas; Octopus Inheritance Tax Services (“OITS”) and Venture Capital Trusts (“VCT”).  Reporting to the team Finance Director this role will work across both areas providing administrative support and helping to develop and implement efficient processes which are aligned across both sides of the team.

    Responsibilities

    Job functions will include

     

    • Assisting in the preparation of financial documents and key team reports. Collating information from different parties, updating and formatting document drafts, and supporting the team in upholding reporting timetables, and maintaining robust version control. 
    • Maintaining a timetable of key dates across the team ensuring that it is kept up to date and the team are aware of deliverables.
    • Working with the finance team to improve and manage processes for dealing with administrative functions across the team including invoice approval and settlement.
    • Co-ordinating communication with other teams and external parties to ensure that deadlines and information are delivered in a timely and efficient manner.
    • Liaising with external advisors and internal stakeholders to manage the billing submitted by professional service companies, tracking invoice submission and ensuring these are settled in a timely manner.
    • Diary management for Finance Director and their reports, scheduling meetings for the wider team, and monitoring the team calendar to ensure all holiday and out off office days are correctly logged.
    • Supporting team members with ad hoc tasks such as printing, copying, binding etc.
    • Assisting with other administrative tasks as required.

    Qualifications

    Job Specific Experience/Technical Skills/Abilities

     

    • At least 3-5 years’ administrative experience within a busy and dynamic environment.
    • Experience of providing administrative support to a diverse team.
    • Exceptional organisational skills.
    • Have a high level of attention to detail and the confidence to challenge potential errors or inefficiencies in a process.
    • Highly skilled in all Microsoft Office products
    • Good interpersonal skills to build and maintain relationships across departments, including investment professionals, and within the team
    • Experience of working in financial services or supporting a finance team would be beneficial but is not essential.

     

    Our Values

     

    Be helpful

    Random acts of kindness make the workplace a better place so, go out of your way to be helpful, and give people reasons to smile

     

    Be straightforward

    Life is complicated enough. Don’t make it harder for yourself, or for others. Sometimes the simplest approach works wonders.

     

    Be bold

    Every great business started with a flash of inspiration. If you’ve got a great idea, don’t keep it to yourself.

     

    At Octopus, we recognise the importance of embracing diversity in order to create a high performance culture

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