| Description: |
Experienced and proficient in the Administrator tasks, with additional ownership for: ASSISTING IN THE SMOOTH RUNNING OF THE OFFICE, WITH ACCOUNTABILITY FOR: - Answering, screening, and forwarding incoming phone calls in a professional manner
- Responsible for office key management, security, and access management
- Knowledge of office supply needs and inventory management and complying in line with Azets procurement processes
- Ability to serve as a point of contact for various office matters, addressing enquiries promptly
- Acts as a main point of contact for contractors, organising and coordinating their services when necessary
PROVIDING EFFECTIVE, GENERAL ADMIN SUPPORT TO THE OFFICE, AND WIDER AZETS UK BUSINESS, INCLUDING: - Creating and updating documents using the Microsoft Office suite and maintaining high standards of formatting and accuracy
- Proficient in the use of document management systems
- Managing the employee starter & leaver process for the office, including organising welcome packs for new starters
- Supports the induction/onboarding process for new staff joining Azets
- Managing calendars and providing diary support as requested for local office departmental and team meetings
- Books travel and accommodation arrangements in line with company policy
- Creates expenses for chargeable staff accurately and promptly
PROVIDINGTECHNICAL ADMINISTRATION SUPPORT TO THE OFFICE, INCLUDING:
- Maintaining practice management systems and ensuring data quality
- Facilitating the lifecycle of Letters of Engagement (LOEs) efficiently
- Expertise in the onboarding processes
- Raising client invoices including cloud software, payroll and any other invoice as requested
- Knowledgeable of the invoicing systems and payment processes
- Understanding of the opportunity management process with knowledge of Leads Go or similar lead management systems
- Understanding of the process for disengagements and client closures and the ability to manage necessary administrative
- tasks associated with client closures Knowledge of the Tax investigation and renewal processes
- Managing and organising data effectively. This includes data entry, data analysis and maintaining databases accurately within Azets guidance
- Prepares comprehensive client packs for chargeable staff, ensuring accuracy and completeness
- Conducts thorough proofreading of documents to ensure accuracy and professionalism
- Provides support for ad-hoc project work, ensuring timely completion and delivery
TEAM MANAGEMENT - Mentors and coaches' administrators, fostering their professional growth and development
- Coordinates a small team of administrators, managing workload distribution effectively
- Assists with hiring and training administrative staff, coordinating leavers, and collaborates with HR as needed
SUPPORTING THE OFFICE ON BUSINESS DEVELOPMENT AND EMPLOYEE ENGAGEMENT ACTIVITIES, SUCH AS: - Organising office/marketing events with current and prospective clients
- Organises company events, meetings, and conferences, managing logistics and coordination
- Supporting Business Development activities by development of proposals
- Owning the delivery of employee engagement activities including actions from D&I & ESG initiatives etc
- Preparing timesheets for maternity and long-term sickness, supporting chargeable staff as needed.
Skills & Behaviours
CLIENT FOCUS - Excellent verbal and written communication skills
- Good client and stakeholder management skills, with the ability to build and maintain relationships at all levels
GENERAL ADMINISTRATION SKILLS - Demonstrates strong organisational skills to effectively manage tasks and responsibilities
- Excellent attention to detail and accuracy in all tasks, ensuring high-quality work output
- Proficient at multi-tasking and successfully working on a number of ongoing tasks at any one time
- Applies problem-solving techniques to address challenges and find practical solutions
- Awareness of, and compliance with, Azets policies and procedures, as detailed on The Hive
- Good understanding of anti-Money Laundering and other mandatory regulatory compliance together with obtaining a sound understanding of internal processes and individual responsibility for reporting breaches
- Basic project management skills in order to deliver work on time and to budget
- Commitment to maintaining confidentiality and upholding ethical standards in all aspects of work
TECHNICAL ADMINISTRATION SKILLS - Has an awareness of the budgeting timescales, for a particular aspects of assignments, on chargeable tasks
- Careful timesheet narration for chargeable work capturing accurate analysis of work undertaken, completed daily
- Familiarity with practice management system including timesheets and expenses
IT & SYSTEMS SKILLS - Proficiency in the Microsoft Office Suite including word, excel, PowerPoint and TEAMs
- Competent in key performance software, with support, inc CCH, Microsoft Office, Azets Reach, CoZone
MANAGEMENT SKILLS - Confident in delegating tasks to others and managing any points of escalation to resolution
- Inspires commitment, recognises contributions of others and motivates their colleagues to complete their work to a good
- quality
- Demonstrates emotional intelligence in managing their team and colleagues to create an inclusive and engaged office environment
BEHAVIOURS - A friendly, collaborative nature and a desire to help
- Able to take work instructions and work under the supervision of, and directed by, more senior colleagues
- Takes personal responsibility for timekeeping and attendance and demonstrates flexibility to meet business requirements
- Confident to escalate issues if workload is challenging and request additional information if more knowledge is required
- Remains calm and professional at all times
- Displays flexibility to assist with ad hoc tasks and/or support to other areas of Azets outside of own office
- Ability to work independently and as part of a team, with a proactive and flexible attitude
- Takes ownership of personal development
- Adaptability and willingness to learn new skills and take on additional responsibilities as needed
- Willingness to build awareness of basic industry/accounting knowledge through on-the-job learning
- Understands the Azets core group values and strives to demonstrate them
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