HR & Finance Coordinator

About the Job

This is a varied and hands-on role supporting the Finance and People functions, playing an important part in ensuring processes run smoothly across the organisation. You will provide operational, administrative, and transactional support, helping to maintain efficient systems while contributing to a positive employee experience.

Working closely with colleagues across both areas, you will support accurate financial record-keeping, assist with month-end processes, and coordinate reporting activities. Alongside this, you will work with the People Partner to help manage the full employee lifecycle, including onboarding, payroll and benefits administration, maintaining people data, and supporting compliance across multiple regions.

In this role, you will act as a key point of coordination, responding to employee queries, supporting day-to-day operations, and identifying opportunities to improve systems and processes. It is well suited to someone with strong organisational skills, attention to detail, and experience in transactional finance or operations who is looking to broaden their exposure within a mission-driven organisation.

You will gain valuable insight into how Finance and People functions work together in a high-profile charity, while developing your skills in a collaborative, fast-paced, and purpose-driven environment.

Finance Responsibilities

Process financial transactions for The Earthshot Prize and its subsidiary accurately and efficiently, including:

Accounts Payable & Receivable

• Raising and processing invoices

• Processing payments

• Vendor onboarding and staff expenses management

General Ledger & Financial Records

• Maintaining ledgers and balance sheets

• Preparing monthly journals and reconciliations

• Maintaining an income tracker

• Fortnightly bank reconciliations

Month-End & Reporting

• Month-end close processes (bank reconciliations, prepayments, accruals, intercompany and balance sheet reconciliations)

• Management reporting

Audit & Compliance

• Assist with statutory reporting and audits, preparing schedules, and responding to auditors’ queries

Systems & Process Improvement

• Key support with systems updates

• Support improvements in finance systems and processes, with experience in NetSuite highly desirable

HR Responsibilities

Employee Onboarding and Offboarding

• Manage the day to day administration of the onboarding process, ensuring all documentation, compliance checks and induction activities are completed accurately and on time.

• Coordinate offboarding processes, including arranging exit interviews, processing leaver documentation and maintaining accurate records, escalating to the People Partner where needed.

People Documentation and Compliance

• Produce and maintain all People documentation, including contracts, amendments, promotion and compensation letters and employment references, ensuring accuracy and consistency.

• Support the administration and updating of People policies, ensuring documents are compliant and accessible, with input from the People Partner where required.

Payroll, Finance and Benefits Management

• Support the monthly payroll process by preparing and maintaining accurate data, working closely with Finance to ensure all information is correct and submitted on time.

• Administer employee benefits, including enrolments, changes and responding to employee queries, liaising with external providers and escalating complex queries where needed.

• Assist the People Partner with HR budget tracking and support regular updates with Finance.

Recruitment Operations

• Coordinate recruitment administration, including posting roles, scheduling interviews and maintaining accurate records within the HRIS system.

• Support the recruitment process to ensure a smooth and organised candidate experience, working with the People Partner where required.

People Data and Systems Ownership

• Maintain accurate and up to date People data across HR systems, ensuring all records are complete and confidential.

• Support the ongoing administration and improvement of HR systems and processes.

Candidate criteria

• A proactive and positive attitude, with a willingness to learn and support across a variety of tasks in a fast paced environment

• Previous experience in HR/Finance administration and or related role.

• Strong transactional finance background, particularly Accounts Payable and month-end processes.

• Strong understanding of HR and Payroll processes.

• Strong organisational skills and attention to detail, with the ability to manage multiple administrative tasks accurately and efficiently

• Excellent communication skills, both written and verbal, with a professional and approachable manner

• Ability to handle confidential information with discretion and good judgement

• Proficient in Microsoft Office and experience working with various HRIS systems, i.e. BambooHR.

• Ability to take initiative in day to day tasks while recognising when to seek guidance or escalate queries

• A collaborative team player who is reliable, adaptable and happy to support where needed

• An interest in People and Culture and a desire to develop a career in HR or operations

• Awareness of the importance of compliance and accuracy in administrative processes

• Experience working with finance systems; NetSuite experience is highly desirable.

• Experience using Excel and working with CRM or fundraising databases such as Salesforce.

• A genuine interest in environmental sustainability and a passion for The Earthshot Prize’s mission

Benefits

• Annual Leave – We believe that taking time away from work is incredibly important. You will be entitled to 25 days plus any statutory bank/public holidays. Our holiday year runs from 1st April to 31st March.
• Pension – We contribute the full auto enrolment contribution of 8% into your pension after 3 months service. You do not have to contribute but you can if you wish.
• Life Assurance/Death in Service – From day one, we want to give you peace of mind and ensure all our employees are covered (4 x salary) under our life assurance policy.
• Critical Illness Cover – From day one, we want to give you peace of mind and ensure all our employees are covered (2x salary) under our critical illness cover.
• Private Medical Insurance – Should you need it, we want you to have access to private healthcare and provide access to insurance to cover the costs of private healthcare, from diagnosis to treatment. We will cover the cost of your insurance, but you can choose to add your family to the scheme.
• Employee Assistance Programme – Provided by BUPA, you will have 24/7 access to counselling sessions, online tools and resources to assist you in managing your mental health and wellbeing.
• Family leave – We want to support you and your family and offer enhanced pay and leave after 3 months service. Our maternity/adoption pay and leave is 6 months full pay and our paternity/non pregnant parent pay and leave is 3 months full pay.

Please note: Applications close on 30th April 2026