Finance and People Administrator

Job Introduction

An exciting opportunity to provide an efficient administrative service at GSK House to include maintaining records, databases, internal / external audits relating to Health & Safety, Training and HR 

Sodexo reserves the right to close this advert early if we are in receipt of a high number of applications.

Role Responsibility

• Set up new starter personnel and training files to company requirements  
• Issue and maintain the Sodexo New Starter Pack incorporating CH New Starter Procedures 
• Track the return of all signed HR and Health & Safety Mandatory Documents  
• Maintain the HR Database with names and positions of Employees within Weybridge sites. Ensure staff numbers and working hours are up to date.
• Ensure the Contractors database is always updated 
• Ensure all immigration documentation is compliant and in line with Company and Home Office guidelines.  Ensure regular checks are in place  
• Ensure there is an appropriate supply of stationery and other material as necessary 
• Photocopying, Archiving and other general duties to ensure efficient office environment. 
• Support the site management team with various administration duties (email and calendar management, HR) 
• Close off weekly TMS Clock Cards to enable payroll reconciliation  
• Completion of financial returns for weekly and monthly accounts 
• Monitor and review financial control reporting systems in line with Sodexo and Client requirements. 
• Log information onto spreadsheets and produce accurate and punctual financial reports 
• Perform all Sodexo bookwork diligently 
• Oversee and assist when required the whole AMEX (Hospitality & Couriers) re charging process 
• Work with WL UDC billing raiser to ensure ad hoc accounts are accurately reconciled 
• Attend appropriate meetings as required 
• Undertake adhoc projects 
• Process and prepare invoices 
• Assist other team members in day-to-day tasks 
• Ensure that all policies and procedures are adhered to, including health and Safety 
• Ensure accurate P&L reporting in EprophIT/SAP 
• Raising & Goods receipting & accurate allocation of orders in EprophIT/SAP  
• Completion of EprophIT returns ensuring invoices and accruals are actioned in time 
• Responsible for Month end processes in EprophIT. 
• Ensure managers follow the correct financial procedures. 
• Produce additional financial and statistical information as required 
• Allocate all purchases and transfers to the correct GB within the correct financial period. 
• Voucher Reconciliation 
• Ensure all Stock Sheets and Expanded summaries come back Signed and Dated 
• Assist UK Finance Manager with Soft Services account reconciliation, this involves journal entries to correct transactions and/or eprophit stock transfers where applicable 
• Support the Client with meetings and ad-hoc tasks  

The Ideal Candidate

• Operating knowledge of MS Office and EprophIT/SAP  
• Meticulous approach to tasks
• Produce documents to a high standard and manage administration tasks to agreed timescales 
• Ability to measure and assess training needs and deliver training  
• Positively engaging with employees at GSK West London Sites  
• Ability to prioritise and manage own workload 
• Overcomes hurdles/obstacles to achieve targets 
• Identifies tasks in order of importance 
• Is willing to take on extra responsibilities 
• Demonstrates self-awareness 
• Treats everyone with dignity and respect 
• Tailors approach and style to adapt individual and cultural differences to influence effectively 
• Displays a high level of energy and commitment to the organisation and uses this energy to get others support for own objectives and ideas 
• Uses an understanding of issues to prioritise effectively and gain support for ideas 
• Builds friendly relationships with colleagues, clients, customers, and partners 
• Contacts colleagues across the organisation 
• Shares own knowledge and insight with a range of people 

The successful applicant will be subject to a standard DBS and client specific, pre-employment checks

Package Description

£28,000 - £31,000 depending on experience 

We also offer Sodexo Discounts site promoting discounted mobile phone tariffs, savings across restaurant chains and days out, where you and your family can save money on everything from your weekly food shop to the latest cinema blockbuster and much more

About the Company

In the UK and Ireland, Sodexo employs some 36,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the energy, corporate, healthcare, education, leisure, defence and justice sectors. With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.

At Sodexo we are committed to a leading role in promoting equality opportunities and valuing diversity and inclusion. We seek to create a work environment based on mutual respect for all individuals, building a culture that appreciates and values the experiences and skills brought by each person to benefit our organisation and work hard to ensure that all people, whatever their race, colour, sex, gender identity  disability, nationality, national or ethnic origin, religion or belief, marital/partnership or family status, sexual orientation, age, social class, educational background, employment status, working pattern, are welcome to and included within our organisation. 

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations.

We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to  support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process.