HR and Finance Administrator

• Posted: 4th November 2026
• Closing Date:16th November 2026
• Location: Oxford Office/Hybrid (minimum 3 days per week in the office)
• Salary: £27,000 per annum
• Hours: Full time, 35 hours per week, Monday - Friday
• Contract: Permanent
• Department: Operations
• Reports to: Head of Finance and Operations
• Interviews: 25th November 2026

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Earthwatch Europe is looking for an organised and enthusiastic HR and Finance Administrator to join our Operations team. Working closely with our Head of Finance and Operations, you’ll provide administrative support across HR, Finance and office operations. This is a varied role, supporting recruitment, onboarding and other HR processes, working with our external HR and payroll providers, assisting with day-to-day finance administration and helping to keep our office running smoothly. We’re looking for someone with previous HR administration experience, excellent organisational skills, good attention to detail and the ability to manage a range of tasks and priorities.

We’re looking for someone who can start as soon as possible.

Who are we?

Earthwatch Europe connects people with nature and gives them the tools they need to protect our planet. From fighting for healthy freshwater, bringing greenspaces to our cities or putting nature back into farming, we support communities and organisations to build knowledge, create connections and motivate action.

Responsibilities

Role purpose: 
You will be an integral part of the Operations team, working closely with the Head of Finance and Operations to provide administrative support across HR, Finance and office operations. This will include supporting recruitment and the full employee lifecycle, working with our external HR and payroll providers, and assisting with day-to-day finance and office administration.

Key Responsibilities:  

Finance Administration:

• Provide administrative support to the Finance team through accurate processing of routine financial transactions.
• Enter approved purchase invoices, credit notes and other financial information into Sage.
• Support the raising of sales invoices and recording of income receipts.
• Monitor the finance inbox, maintaining accurate records and documentation.
• Support supplier and customer record maintenance and document management processes.
• Process incoming post and ensure finance documentation is appropriately scanned, filed and distributed.
• Support with minute taking and collating information for various meetings.elop and maintain organisation-wide communications plans and calendars.
• Improve forward planning and coordination of communications activity across teams.
• Ensure communications activity supports organisational priorities and strategic objectives.
• Build proactive relationships across the organisation to identify stories, opportunities and communications risks.
• Support senior leaders in embedding effective communications planning across the organisation.

HR Administration:

• Support the onboarding process for new starters, including collecting starter forms, carrying out right to work checks, requesting references, arranging DBS checks, first-day inductions and monitoring mandatory training and probation reviews.
• Work closely with our external HR and payroll providers, providing the necessary information and documentation for new starters, employee changes and leavers.
• Liaise with the external HR provider to arrange offer letters, contracts, contractual change letters, flexible working letters and leaver documentation, ensuring these are issued to employees and copies are kept on file.
• Report and track HR data, including promotions, new starters, leavers and fixed-term contracts, ensuring employee records are kept up to date.
• Provide administrative support across HR, including processing invoices relating to HR expenditure.
• Ensure the HR system, payroll records, HR SharePoint folders and employee information are kept up to date, working with the external providers where updates need to be made by them.
• Support recruitment processes, including advertising roles, monitoring the HR inbox, updating the applicant spreadsheet and organising interviews.
• Liaise with the external HR provider on policy updates, ensuring the latest versions are uploaded to SharePoint.
• Deal with general HR administration queries from employees, directing them to relevant policies or guidance, or referring matters to the external HR provider where necessary.
• Monitor probation periods and mandatory training, ensuring managers are reminded of upcoming reviews and that records are updated.
• Support the administration of annual leave, including updating employee records and monitoring leave entitlements.
• Monitor long service and ensure any additional annual leave entitlement is recorded in the HR system at the appropriate time.

Office Administration:

• Monitor and maintain office supplies, stationery and other essential office resources.
• Assist with the coordination of all-staff events, meetings and other organisation-wide activities.
• Support with general office administration, including maintaining health and safety records, workplace compliance requirements and access arrangements.

In undertaking these roles, the postholder should also have regard to:

• Acting as an ambassador for the work, vision and values of Earthwatch Europe.
• Ensuring continuous development of skills and knowledge required for the post, undergoing training and performance review as required.
• Working within all the policies and procedures of Earthwatch Europe, ensuring compliance with health & safety policies and all legal and contractual obligations associated with the post.
• Collaborating with other Earthwatch teams to ensure effective delivery of partnership programmes.
• Carrying out any other reasonable duties commensurate with the level of responsibility of the post, as requested by the post holders line manager.

The above list of job deliverables is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.

Requirements

Personal Specification: 

Essential

• Experience in an HR Administrator or HR Assistant role or similar.
• Experience supporting recruitment, onboarding and other HR processes throughout the employee lifecycle.
• Experience maintaining accurate and confidential employee records and using HR systems.
• Strong organisational skills with the ability to prioritise competing demands and meet deadlines.
• Excellent attention to detail and a high level of accuracy.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel and Teams.
• Ability to work collaboratively across departments and with external HR and Payroll providers.perience providing communications support to organisational projects, campaigns and senior stakeholders
• Experience managing organisational communications channels and ensuring consistent messaging.

Desirable

• Experience supporting finance administration processes.
• Experience using Sage or similar finance systems.
• Experience coordinating office facilities or workplace services.
• Experience working within the charity or not-for-profit sector.

Applicants must have the right to work in the UK; Earthwatch is unable to support visa applications. 

Earthwatch is committed to making any adjustments we can for short-listed candidates, to facilitate participation in our interview process. Only shortlisted candidates will be contacted.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible. 

Equal opportunities, diversity and inclusion

Earthwatch is an equal opportunity employer. We believe that everyone has a contribution to make, regardless of visible and invisible differences. We welcome and encourage individuals from diverse backgrounds to apply, and we will consider all applications fairly and consistently. 

We are committed to creating a diverse and inclusive working environment – a place where individuality is embraced and everyone has the opportunity to thrive. We value the benefits that different backgrounds, working approaches and ways of thinking can bring. 

If you require reasonable adjustments in making an application for the role of Partnership Development Manager, please contact the HR team at [email protected] ahead of the application deadline.

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