Operations & Finance Assistant in Bristol

Location: Bristol, hybrid

Role Type: Maternity Cover – until April 2027 with the potential to become a permanent role

Reports to: People & Operations Lead

About PACT Solutions

PACT Solutions is a specialist management and digital transformation consultancy working exclusively with higher education institutions across the UK. We help universities solve complex challenges across strategy, student records, data, change and delivery. Our work often sits at the heart of major institutional transformation, helping partners improve the student journey, modernise operations and deliver change more effectively.

The Role

We are looking for an Operations and Finance Assistant to support the effective day-to-day running of PACT. This is a varied role covering business administration, finance support, project coordination, contracts, onboarding and internal operations. You will work closely with the Finance Lead, Directors and wider team to ensure that routine operational and financial processes are completed accurately and on time.

Purpose of the Role

To provide accurate and reliable administrative support across PACT’s operational and finance activities, helping the business run efficiently and ensuring that records, documentation and routine processes are maintained to a high standard.

Key Responsibilities

• Operations and Project Administration
  • Support the effective coordination of day-to-day business and project activities.
  • Maintain project trackers, action logs, internal systems and shared folders.
  • Book meeting rooms and coordinate virtual and in-person meeting logistics.
  • Support the organisation of team days, internal events and conferences.
  • Prepare routine documents, reports and operational updates.
  • Support project delivery by coordinating meetings, maintaining project documentation and trackers, monitoring actions and deadlines, and assisting project teams with day-to-day administration.
  • Identify missing information, approaching deadlines or administrative issues and escalate them appropriately.
• Finance Administration
  • Provide routine administrative support to the Finance Lead and wider business.
  • Monitor timesheet submissions and follow up on missing or incomplete entries.
  • Log supplier invoices and check that the required information and approvals are in place.
  • Route supplier invoices for approval and payment in line with company processes.
  • Support the processing of employee expenses and collection of receipts.
  • Respond to routine invoice and payment queries, escalating more complex matters to the Finance Lead.
  • Support routine credit-control activity, including sending approved payment reminders.
  • Collate information required to support month-end processes and basic reconciliations.
  • Flag discrepancies, duplicate invoices, unexpected charges or missing approvals promptly.
• Contracts, Onboarding and Compliance
  • Support the administration of contracts, onboarding activities and compliance records.
  • Prepare and issue standard contracts, letters and documentation using approved templates.
  • Coordinate the signing and return of contracts and required documentation.
  • Maintain accurate records of contracts, renewals and expiry dates.
  • Monitor upcoming expiries and flag required actions.
  • Support employee and associate onboarding.
  • Coordinate onboarding and offboarding checklists, including documentation, equipment and system access.
  • Follow up on missing information and documentation.
  • Maintain secure and appropriately organised personnel, contractor and compliance records.
• Director and Team Support
  • Provide practical administrative support to Directors and the wider team.
  • Support diary management and meeting coordination where required.
  • Provide routine inbox support, including monitoring and directing queries.
  • Act as a point of contact for general administrative questions.
  • Assist with ad hoc administrative tasks consistent with the level of the role.

Person Specification

Essential Experience and Skills

• Some experience in an administrative, office, customer service, operations or finance support environment.
• Strong organisational and time-management skills.
• Good attention to detail and a high level of accuracy.
• Comfortable working with numbers and completing basic financial administration.
• Competent in Microsoft Office.
• Clear and professional written and verbal communication skills.
• Ability to follow processes and manage routine priorities.
• Ability to meet deadlines and follow up with others when information is required.
• Confidence asking questions and escalating matters appropriately.
• A proactive, dependable and willing-to-learn approach.
• Discretion when handling confidential information.

Desirable

• Experience processing invoices, expenses, timesheets or purchase orders.
• Exposure to accounting, project management or CRM systems.
• Experience supporting employee, contractor or supplier onboarding.
• Experience maintaining contracts, compliance records or expiry trackers.
• Experience coordinating meetings, events or social media activity.
• An interest in developing a career in business operations or finance.
• Experience working within a consultancy, professional services or growing small business environment.

What We Offer

• Develop practical experience across business operations and finance.
• Work closely with experienced colleagues, including Directors and the Finance Lead.
• Gain exposure to the day-to-day running of a growing consultancy.
• Develop your skills across project administration, contracts, systems, invoicing and financial processes.
• Take on increasing ownership and responsibility as your experience develops.
• Contribute to improving the systems and processes that support PACT’s continued growth.

At PACT, we value people who are proactive about their development, open to feedback and motivated to build their skills, confidence and professional judgement.

Career Progression

This is a junior role intended to provide a strong foundation across business operations and finance administration. As the role develops, there may be opportunities to progress into a more senior operations, finance or business support position, depending on individual strengths, performance and the needs of the business.