Office Admin Assistant

deltaflare is the UK's specialist in Operational Technology (OT) cybersecurity for Critical National Infrastructure (CNI) operators. We deliver NIS2 and CAF compliant protection across gas, electricity, water, renewable technology and transport networks — the systems that keep the country running.

We work where IT meets industrial reality: inside control rooms, substations and treatment works, helping CNI operators navigate the unique challenges of securing hyper-connected physical systems without disrupting the operations that millions of people depend on.

OUR MISSION

To enable the safe and cyber secure operation of hyper-connected industrial systems.

OUR VISION

A world where essential services can deliver digital transformation with confidence, built on a solid cyber-physical security foundation.

OUR VALUES

We innovate with purpose, focusing on solutions that can be adopted safely and at scale.

ABOUT THE ROLE

As Office Administrator in deltaflare’s Operations team, you’ll keep our Richmond office running smoothly and look after the day-to-day bookkeeping that keeps our finances accurate and up to date.

This is a part-time role upto 0.5 FTE (20 hours a week), based in our Richmond office. We’re flexible on how those hours are worked, whether as mornings or a set number of days, agreed with the Head of Operations.

You’ll report directly to the Head of Operations. A significant part of your time will go on bookkeeping in Xero: capturing supplier invoices and payments, and raising client invoices. You’ll also support the Head of Operations with HR and contract administration and general office matters.

Success in this role means being a reliable, organised pair of hands, so that our records are accurate, suppliers are paid on time, clients are invoiced correctly, and the back office of a growing, highly regulated business stays tidy and audit-ready.

WHAT YOU'LL DO

Your main accountabilities — what you will own and be responsible for delivering.

Bookkeeping and finance administration

▸ Capture supplier invoices, receipts and expenses accurately in Xero.

▸ Record payments and receipts, and help keep bank reconciliations up to date.

▸ Raise client invoices accurately and on time, and keep track of what is outstanding.

▸ Follow up overdue client payments and flag any issues early.

▸ Prepare supplier payment runs for approval by the Head of Operations.

▸ Support month-end tasks and provide information to our accountants when needed.

HR and contracts support

▸ Support HR administration, such as new-starter set-up, keeping PeopleHR records up to date, and tracking leave and training.

▸ Help keep contracts, supplier agreements and related records organised, current and easy to find.

▸ Track key contract and renewal dates and flag them to the Head of Operations.

▸ Prepare documents, letters and simple trackers for the Head of Operations.

General office administration

▸ Keep the office running day to day, including supplies, post, deliveries, visitors and liaison with the building and facilities team.

▸ Maintain organised filing, both digital and paper, in line with our information security standards.

▸ Coordinate office equipment, services and supplier relationships.

▸ Help organise team events, socials and visitor arrangements.

▸ Pick up ad hoc operational tasks and see them through to completion.

WHAT SUCCESS LOOKS LIKE

By the end of your first six months, we’d expect:

Primary

▸ Supplier invoices, payments and receipts captured accurately and promptly in Xero, with bank reconciliations up to date.

▸ Client invoices raised on time and correctly, with clear visibility of outstanding payments.

▸ The office running smoothly without the Head of Operations needing to step in on routine matters.

Supporting

▸ HR and contract records that are organised, current and easy to find.

▸ Month-end information ready for our accountants on time.

WHAT WE'RE LOOKING FOR

Essential — what you must bring on day one

▸ Proven experience in an office administration or administrative support role.

▸ Hands-on bookkeeping experience, including purchase and sales ledgers, invoicing and bank reconciliations.

▸ Confident use of Xero or a similar cloud accounting package.

▸ Good working knowledge of Microsoft 365, particularly Outlook, Word and Excel.

▸ Strong attention to detail and accuracy with numbers.

▸ Excellent organisation, with the ability to manage competing priorities within limited hours.

▸ Clear, professional written and verbal communication.

▸ Discretion when handling confidential financial and personal information.

Desirable — not essential, but will help you stand out

▸ Xero certification, or AAT Level 2 or 3 (or working towards it).

▸ Experience of credit control.

▸ Experience in a small or growing business, or a technology company.

▸ Familiarity with HR systems such as PeopleHR, or with tools such as ClickUp.

WHO YOU ARE

You will thrive here if you take pride in getting the details right, enjoy bringing order to things, and are happy to be the dependable person others rely on.

▸ You are accurate and thorough: you check before you send, and you’ll spot the invoice that doesn’t add up.

▸ You are organised and self-motivated, and make the most of your hours without needing close supervision.

▸ You are discreet and trustworthy with confidential information.

▸ You are friendly and approachable with colleagues, clients and suppliers alike.

▸ You are happy to turn your hand to whatever needs doing in a small, growing team.

Pay: £30,000.00-£36,000.00 per year

Ability to commute/relocate:

• Richmond upon Thames, Greater London: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Tell us about a time you worked on something that needed a high level of accuracy to a tight deadline. How did you make sure the result was correct, and how did you manage your time?

• Describe a time you found an error or discrepancy, such as an incorrect invoice, a bank reconciliation or error in a booking. How did you spot it, what did you do to resolve it, and how did you stop it happening again?

Work Location: In person