HR Administrator and Finance Support
- 3 days a week in our Bristol office with OT days available in peak summer
season – Mid Level
- Starting: Feb 2025
We are looking for a hybrid role which will support our team on day to day HR needs and office support whilst also managing the internal finance procedures.
Magic Number is an award winning event and production agency based in Bristol, with an office near Cabot Circus and a workshop in Speedwell.
Our team is growing, and we need to support this with a role that can ensure the team have all they need from onboarding, up to date training, daily schedules and timelines managed and one to one peer support with a HR head.
The Role
The ideal applicant will have hybrid experience across two areas of company support from HR/Office support to Finance as broken down below.
HR/Office Support
We are looking for someone with experience of managing the day to day of a diverse team.
Responsibilities:
- Oversee the employee lifecycle from onboarding to offboarding, maintaining smooth HR processes aligned with company objectives and legal
requirements.
- Develop and implement HR policies and procedures to ensure compliance and operational efficiency across the company
- Address and resolve employee relations issues, ensuring alignment with employment laws and HR best practices.
- Provide guidance and support to managers and employees to promote a positive and productive environment.
- Oversee employee record management and manage annual leave administration.
- Oversee 6 monthly reviews including recording details and capturing clear next step outcomes for the team
- Coordinate and compile monthly payroll updates, covering new hires, terminations, promotions, and other adjustments.
- Manage the process of displinaries and record outcomes and appeals
- Managing all team holiday and reviews using our SAGE platform
- Assisting with Staffing Management of Freelancers
- Logistic planning of all internal staff from reviews, trips, peer support, travel etc
- Booking and planning team trips including awards dinners, end of summer company trip and Christmas party.
Financial support
- As an agency we have an influx of invoices in, POs and invoices needing to be paid. The internal process means all spends need to be logged against projects, and all project budgets.
- As the finance assistant part of this role we are looking for someone to assist the team in making sure the financial payment process is being followed.
- Flagging any issues or late payments and being additional support to our finance team to receive the correct information required.
Responsibilities:
- Management of company finance process and liaising with external bookkeeping and finance team
- Assisting with project tracking on quotes and finance reconciliation making sure costs are being allocated to the correct jobs
- Staff company card checks to make sure company policy is being followed and receipts allocated to the correct jobs
- Sales invoicing on a weekly basis
- Weekly updates with founders
Candidate Overview
Skills & Experience:
- Experience in HR operations, including employee relations, policy creation,recruitment, and process enhancement.
- Recruitment experience.
- Internal team review experience and proficient in note taking in these sessions.
- Finance experience
- Strong communication skills with the ability to clearly update and educate the company on policies and procedures.
- Adaptable and able to make decisions, set priorities, and plan effectively while managing multiple tasks simultaneously.
- Ideally, experience in a startup or events agency.
- Understanding of live event and production industry as an advantage.
You will need:
- Have had some experience working in the creative industries in a design or production agency to be preferred
- Strong multitasking skills and calm under pressure with deadlines.
- Accuracy and organisation are a must – but that’s not all, in this role, the key to your success will be working closely with others.
- Proficient using mac and PC
- Proficient using Microsoft suite
- It would be a bonus to have experience using Xero
- Confident with numbers and some experience of working with budgets
- A team player, experience mentoring and support a growing team
- Experience in recruiting new team members from creating job adverts to posting and organising applications.
- A can do attitude that brings the energy to the team
- Willing to go above and beyond for the Magic Number Team and a can do attitude.
- Your standard place of work will be in Bristol and the standard hours are 10am
– 6pm, We operate flexi hours if needed.
- You will be subject to a six-month probation period as standard.
- Role will be 3 – 4 days a week (subject to change)
Standard benefits including:
- 28 days of annual paid time off (20 days + 8 Bank Holidays) - (Pro Rata)
- Yearly increase of 1 day per year accrued past 2 years of service (up to 5 years: 5 days) (Pro Rata)
- Paid Christmas shutdown
- Overtime payable on a pro rata basis over 12 hrs
- Pension contributions
- Gym Membership Contribution (up to £15 per month)
- Flexible hours
- Mobile Phone line rental contribution up to £50 per month
- Socials, team days, end of season events
- Festival tickets
- Weekend overtime
- Magic number is committed to creating a diverse environment.
- All qualified applicants will receive consideration for employment without regard to race, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age.