Business Operations Assistant

Moonshot believes that marginalised people in society — including minority ethnic people, people from working class backgrounds, women, Disabled and LGBTQIA+ people — must be centred in the work we do. We strongly encourage applications from people with these identities or who are members of other communities who are currently underrepresented in our workforce. We know a diverse workforce will enable us to understand drivers behind violent extremism and online harms in an in-depth way and do better work to counter them.

About the role:

Do you have a passion for operational excellence and a genuine interest in working for an organisation tackling online harms – from violent extremism and gender-based violence to disinformation and child online exploitation? Do you thrive in dynamic environments where you can support multiple teams and juggle competing priorities?

Moonshot is currently recruiting a Business Operations Assistant - a new role providing essential support across our Finance, Operations, and People & Culture teams. This is a varied role where you'll gain broad exposure to different aspects of organisational operations, making you a vital link between departments whilst developing transferable skills across finance administration, HR processes, and operational systems.

In this role, you will work collaboratively with colleagues across three departments to ensure smooth day-to-day operations, accurate record-keeping, and effective administrative support. Your ability to manage competing demands, communicate clearly with stakeholders, and maintain high standards of accuracy will be crucial to the work of the organisation.

Your responsibilities will include:

Finance Support:

• Assisting with accounts payable processes, including coding and processing invoices.
• Ensuring receipts and invoices are logged and stored correctly for each project.
• Assisting with monthly and quarterly invoicing processes.
• Supporting the finance team in coordinating timesheets and expense allocation across projects.
• Assisting with the preparation of monthly reports for project managers.

People & Culture Support:

• Maintaining accurate and confidential HR records and databases.
• Performing periodic audits of HR files to ensure all required documents are appropriately files.
• Assisting with candidate communications during recruitment processes and onboarding processes.
• Supporting annual processes such as performance reviews and training coordination.
• Supporting day-to-day HR operations and administrative tasks.

Operations Support:

• Supporting the smooth day-to-day running of the office, including managing office supplies and maintaining presentable workspaces.
• Providing general administrative support to the wider team.
• Assisting with compliance processes and maintaining organisational systems.
• Managing relationships with vendors and service providers.
• Supporting the operations team with cross-departmental projects and initiatives, including preparing for audits.
• Other administrative activities, as required.

Essential:

• Exceptional attention to detail with a commitment to accuracy in all work.
• Strong written and verbal communication skills, with the ability to communicate effectively with colleagues at all levels.
• Excellent organisational abilities with the ability to manage multiple responsibilities across different departments.
• Experience managing upwards, including the ability to prioritise tasks, flag potential issues proactively, and seek clarification when needed.
• Highly trustworthy, demonstrating the ability to handle confidential information with appropriate discretion.
• Demonstrated experience in an administrative or coordination role requiring strong organisational skills and attention to detail.
• Proactive and self-motivated approach to work, with ability to anticipate needs and take initiative.
• Strong interpersonal skills with patience, empathy, and ability to build effective working relationships.
• Ability to learn new systems and processes quickly.
• Commitment to Moonshot's mission and ethos.
• We require and will check on candidates' eligibility to work in the UK and pass any relevant security clearance procedures per the needs of clients.

Desirable:

• Experience working in a role that required supporting different departments, projects, or stakeholders.
• Previous experience in finance, HR, or operations roles.
• Proficiency in Google Workspace (particularly Sheets and Docs) or MS Excel and Word.
• Experience working in a fast-paced organisation.

• 30 days' paid annual leave, excluding bank holidays.
• Private healthcare package with access to specialist mental health cover, including coverage for partners and children.
• Employee Assistance Programme providing access to mental health support.
• Generous maternity and paternity leave: 26 weeks paid maternity leave, 8 weeks paid paternity leave.
• All permanent employees are granted share options upon employment.

Salary:  £30,000 - £33,000 (depending on skills and experience).