Job Description

Help us make sure every struggling family gets support when they need it, not years later.

At Spicy Minds, we're building Sylva, an AI-powered platform helping families navigate Autism, ADHD, and neurodiversity challenges when the NHS and education systems can't keep up.


We're a small, mission-driven team using technology to create change for children and parents in crisis, fast, compassionately, and at scale.


We're looking for a brilliantly organised, people-savvy Finance & HR Administrator to keep our team, tools, and processes running smoothly.

You'll be the person who joins the dots, keeps the rhythm, and makes sure things get done, freeing up the CEO and senior team to focus on product, partnerships, and growth.

The Role

You'll manage the day-to-day heartbeat of the organisation: the person who ensures we're aligned, compliant, and supported.

It's a varied, hands-on role that suits someone who loves helping people thrive and making things work better.

HR Administration

Deliver smooth onboarding and offboarding for all staff, including: + Drafting and issuing contracts and offer letters + Coordinating IT setup and systems access (Google Workspace, Slack, CharlieHR, etc)
+ Completing safer-recruitment checks (DBS, references, right-to-work)
Maintain accurate, compliant employee records in CharlieHR. Administer probation reviews, appraisals, and performance cycles. Coordinate training bookings, certificates, and CPD records. Keep HR and operational policies (handbook, H&S, safeguarding) up to date. Maintain the training matrix and ensure completion of mandatory modules (safeguarding, GDPR, H&S). Support managers with absence, leave, and sickness tracking. Act as the first point of contact for basic HR queries. Organise team communications and social events, reinforcing company culture and values.

Finance Administration

Prepare quarterly VAT returns via QuickBooks, for Finance Manager approval. Prepare the monthly payroll for submission to BrightPay, collecting data from CharlieHR Liaise with the accountant on year-end adjustments and compliance (Corporation Tax, PAYE). Prepare monthly Finance reports. Manage company insurance renewals and documentation. Procurement admin: maintaining supplier and subcontractor records. Monitor accounts email, enter invoices and expenses into QuickBooks and gain approval for payment from departmental heads. Run twice monthly payment schedules for payment by the Finance Manager. Monthly reconciliation of bank accounts in QuickBooks.

Customer Administration

Act as first-line contact for customer and partner enquiries Monitor, triage, and assign tickets, ensuring timely, compassionate responses. Maintain the knowledge base and standard replies to improve consistency. Generate monthly HubSpot dashboards (ticket volume, response times, satisfaction).

You'll love this role if you...

Enjoy helping teams run better Have great people skills: kind, diplomatic, and emotionally intelligent. Love ticking things off lists, finishing what you start, and bringing order to ideas. Are confident in learning new tools and systems. Have experience in HR and finance administration

Success looks like

Processes always run smoothly The SLT spends less time on admin. The business feels calm, organised, and human, even as we grow fast.

Requirements

Essential

Proficiency in Google Workspace, Slack, QuickBooks, Brightpay, HubSpot, CharlieHR or proven ability to learn quickly Excellent organisation, time management, attention to detail and reliability
Willingness to undergo DBS check

Desirable

AAT Level 2+ Bookkeeping/Finance Administration or equivalent experience. CIPD Level 3+ Foundation Certificate in People Practice or equivalent experience. Understanding of safeguarding, GDPR, and right-to-work compliance

Benefits

Hours: 10-15 per week, starting at 9am every day. Salary: 32-35,000 FTE (pro-rata) Location: Bristol (office-based) * 25 days holiday plus bank holidays (pro-rata)