Job Description

Who We're Looking For

We're looking for someone who is organised, dependable and confident managing multiple operational responsibilities. You'll bring a structured approach, a strong eye for detail and the ability to work independently while supporting the wider team. If you're proactive, process-driven and take pride in getting things done well this role offers the opportunity to play a key part in keeping our business running smoothly and efficiently.

About Osprey

Osprey Approach is a UK-based provider of all-in-one legal practice management software, serving law firms of all sizes. With over 30 years of experience, we offer solutions that streamline case and client management, legal accounting and compliance. Our mission is to empower law firms with technology that enhances efficiency, profitability and client service.

Role Summary

This is a broad and hands on role responsible for managing finance administration, ensuring business wide compliance (including ISO 27001, 14001 and 9001) and overseeing office operations. While core accounting is handled externally, this role is the internal lead for financial workflows, budgeting coordination, debtor management and invoice processing. Additionally, the role plays a key part in maintaining ISO accreditation, supporting audits and acting as the go-to person for office facilities, Health and Safely compliance, internal communications and day to day operational efficiency.

The successful candidate will be highly organised and process-driven.

Finance Administration

Manage all internal finance processes and act as liaison to the outsourced accounts team. Chasing outstanding payments from clients inline with existing credit control policies. Process FastPay adjustments monthly and perform reconciliation using internal tools. Set up new suppliers and ensure billing details are configured correctly. Track supplier notice periods, support supplier reviews and flag cost-saving opportunities. Work with the outsourced finance team to set up and maintain annual/department budgets. Coordinate the distribution and tracking of departmental budgets attend budget meetings and support follow-ups. Support expenses processing in line with the expenses policy. Assist with finance-related onboarding tasks, such as invoicing new clients and processing changes to existing agreements.

Compliance & ISO Management

Administer and maintain documentation and workflows for ISO 27001, 14001, and 9001 compliance. Act as internal coordinator for audits, ensuring evidence and documentation are up to date. Manage document control across internal systems to support compliance frameworks. Monitor and maintain the Health & Safety management system via BrightSafe. Track responsibilities and actions within BrightSafe, and ensure relevant policies are distributed to staff.

Office & Facilities Management

Oversee the smooth day-to-day running of the office. Ensure a clean, safe and professional environment, including managing cleaners and maintenance contractors. Handle incoming and outgoing mail, stock levels, and ordering of supplies. Coordinate workstation setups, tech and asset tracking following the Asset Management Process. Monitor the availability and maintenance of on-site electric vehicle chargers, escalating any faults as needed. Be the main point of contact for office-related employee queries.

People & HR Administration

Support onboarding of new staff, including issuing welcome packs, coordinating right to work checks and sharing key policies. Maintain accurate employee records such as contracts, system access and probation tracking. Administer the Octopus EV Scheme and coordinate salary sacrifice documentation with payroll. Liaise with leadership for payroll updates related to starters, leavers, and salary changes.

Working Hours & Benefits

Monday to Friday, 8:30am to 5:00pm Eligibility for the EV vehicle scheme post probation Private healthcare available post probation Dress down office environment On-site electric vehicle (EV) charging facilities
Job Type: Full-time

Pay: 32,000.00-35,000.00 per year

Benefits:

Casual dress Free parking On-site parking
Location:

Malvern WR14 1JJ (preferred)
Work Location: In person