Finance and Office Administrator in London

BID is a leading human rights charity challenging immigration detention in the UK. We provide free legal advice and representation on bail and deportation to people held in immigration detention, alongside our research and policy advocacy work and strategic litigation.

BID has ten staff and around 50 active volunteers, who are on site throughout the week. Our small but busy offices are in Finsbury Park. Since BID’s inception in 1998, we have assisted thousands of individuals, played a leading role in documenting and challenging the injustices of immigration detention and highlighted the need for adequate legal safeguards against arbitrary detention.

We are a registered charity and accredited by the Office of the Immigration Services Commissioner (OISC).

The Finance and Office Administrator will be responsible for managing daily office operations, ensuring financial transactions are processed efficiently, and supporting overall office management functions. This role combines administrative and financial responsibilities, requiring attention to detail, organisational skills, and the ability to multitask.

The postholder will ensure that our office environment complies with health and safety regulations and will support the Director to promote a safe and healthy workplace, identifying risks, and ensuring an organised, tidy and safe work space.

We are particularly interested in receiving applications from people with lived experience of detention, deportation, displacement and/or the immigration system.

We are a member of the Experts by Experience Employment Network. If you have first-hand experience of navigating the challenges of the UK’s immigration system you can receive career support such as reviewing covering letters, CVs, and interview preparation. Visit https://www.ebeemployment.org.uk/ to request support.

Responsibilities

Finance and Accounting:

• Supporting Director with day-to-day financial administration

• Processing weekly expenses and petty cash claims;

• Liaising with BID’s external payroll function to report changes

• Uploading supplier invoices and staff/volunteer expenses into Xero ahead of weekly payment runs

• Track income through streams including Benevity, Big Give and Paypal

• Monthly cash flow reconciliations against bank statements

• Preparing financial claims and reporting for donors and partners

• Supporting the Director to prepare financial information for the board, annual reports and funders’ reports.

Office Management:

• Organising and maintaining office supplies, equipment and facilities

• Handle general office correspondence through telephone and email

• Processing all incoming and outgoing mail, receiving and signing for deliveries.

• Preparing for meetings and ensure meeting spaces are clean and fit for use

• Arranging courier and taxi services when requested and maintain spreadsheets to record bookings.

• Maintaining accurate staff records on BID’s online HR system (Atlas)

• Coordinating HR administration as required, including for recruitment, inductions, onboarding processes and DBS checks

Health and Safety

• Ensuring compliance with safety regulations and standards, implementing best practise as recommended by BID’s expert Health and Safety Advisors (Citation)

• Conducting regular health and safety checks the office environment to identify and evaluate potential risks and hazards

• Ensuring staff are aware of emergency procedures, safe working practices, and the proper use of equipment

• Monitoring office safety measures, such as fire safety equipment and first aid kits

• Coordinating and oversee emergency drills (fire, evacuation, etc.) and ensure all employees are prepared in the event of an emergency

• Reporting and investigating workplace accidents, injuries, and near-misses; maintain detailed records and inform Director as needed

• Assisting with the procurement of office equipment, ensuring that safety standards are met

General:

• Maintaining an efficient online filing system (Sharepoint), keeping files up to date or archiving where appropriate

• Supporting with training activities for colleagues as required

• Assisting with the organisation of internal events

• To be a positive and active member of the Charity, always working in a way that is consistent with the culture and values of the BID and supporting colleagues

• Identifying opportunities to improve efficiency and escalating to the Director as appropriate.

Person Specification

Essential Criteria:

• Proven experience in office administration and financial management

• Familiarity with accounting software (e.g., QuickBooks, Xero, or similar tools)

• Good IT skills, including the core Office365 package

• Basic understanding of financial regulations and reporting standards

• Strong organisational skills and attention to detail

• Ability to handle confidential information with integrity

• Strong attention to detail and problem-solving skills

• Excellent communication and interpersonal skills

• An understanding of health and safety issues and the importance of ensuring policies are followed and updated.

Desirable Criteria:

• Previous experience with payroll processing and tax documentation.

• Knowledge of basic HR functions, such as onboarding or recruitment management

• Willingness to undertake Fire Warden and First Aid Training.

Salary: £30K pro rata + 5% employer pension contribution

Reports to: Director

Location: Finsbury Park (on site)

Hours of Work: 21 hours a week between Monday and Thursday; working pattern to be agreed

Contract: Fixed term for 9 months with possibility of extension