Office Administrator - UK in Oxford

A fantastic opportunity has become available for an Office Administrator to join Caristo Diagnostics's rapidly growing team. Based in Oxford, you will work in our global data operations team with colleagues in both UK and US.

About Caristo Diagnostics: Caristo Diagnostics is a global leader in AI technologies for cardiovascular disease, founded as a spin-out from the University of Oxford. Its award-winning technology helps detect hidden heart disease and identify people at risk of a heart attack before symptoms appear. Working with leading hospitals, research institutions, and pharmaceutical partners, Caristo aims to save lives through early detection and personalized prevention.

About The Role:

Overview: The Office Administrator will play a critical role in ensuring the smooth and efficient operation of the UK office, and providing administrative support to various departments.

The ideal candidate will:

• be motivated at the thought of working in an innovative healthcare start-up with a strong collaborative research and operations culture, helping to build a global business that will have material impact on the health and wellbeing of potentially millions of people.
• share the company values of pushing the boundaries, taking ownership, caring for each other and acting with candour and professionalism.

Responsibilities:

• Office/Facilities: Greet visitors, answer phone calls, and respond to inquiries in a professional and courteous manner. Manage office facilities, arrange and oversee general repairs and maintenance, manage cleaning contractors, manage communications with landlord. Coordinate office safety and security measures, including emergency preparedness, fire drills, and access control procedures. Monitor and maintain office cleanliness, organisation, and appearance, coordinating with cleaning staff or facilities management as needed. Track stocks of office supplies including stationery and manage coffee/fruit deliveries. Manage company correspondence, including phone calls, emails, letters and packages (incoming and outgoing). Scans and file documents to SharePoint as needed. Help arrange UK company team and marketing events, organise meetings, schedule appointments, create agendas and take meeting notes. Coordinate travel arrangements, including itineraries, visas, and accommodation, with meticulous attention to detail.
• HR Support: Support HR function, including drafting job descriptions, populate templates for Offer Letters and Employment Contracts, obtain references and DBS checks, liaise with HR benefits providers, update BambooHR software platform. Handle confidential and sensitive information with absolute integrity and maintain a high level of discretion at all times, following privacy regulations and company policies. Proactively identify opportunities to improve processes, streamline workflows, and enhance executive productivity.
• Book-keeping: Process supplier invoices, record receipts, process employee expenses, ensuring accuracy, approval, and timely payment. Assist with billing customers. Bank reconciliation, and record any inconsistencies to help Finance Director reconcile inaccuracies. Help Finance Director with admin duties and preparing yearly accounts. VAT administration.

Skills & Experience Required:

Essential:

• Qualifications in clerical or secretarial studies or finance, or previous office admin/PA experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools such as DocuSign, Teams, Slack, and Zoom. Willingness to learn new applications as needed.
• Excellent problem-solving skills, the ability to research and an aptitude for helping other people.
• Excellent organizational, record-keeping and prioritization skills, with the ability to manage, prioritize and execute on multiple tasks in a fast-paced environment.
• Strong attention to detail.
• Good interpersonal and communication skills (written and verbal), consistently demonstrating highly professional demeanor, appearance and attitude.
• Ability to handle confidential information.
• Self-starter, with ability to work independently.

Desirable:

• Relevant qualifications in accounting or finance is preferred, but not mandatory.
• Proven experience with book-keeping.
• Proficiency with accounting software – Dext, ApprovalMax, Xero or similar, SageOne, Xero and associated systems.
• Strong understanding of accounts payable and receivable processes.

Benefits:

• Competitive salary
• 25 holidays per year plus bank holidays
• Enhanced pension contribution
• Private medical insurance
• Life insurance
• Cycle-to-work scheme
• Additional benefits for long-service

Why join Caristo:

• Be part of a company at the cutting edge of medical technology, with the potential to save lives and revolutionise healthcare
• Join a dynamic and growing team, with opportunities for personal and professional growth
• Contribute to the development of ground-breaking products in a company poised for significant expansion
• Enjoy a supportive and collaborative work environment, with a strong emphasis on innovation, quality, and impact