Administrator

Role description ASSISTING IN THE SMOOTH RUNNING OF THE OFFICE, WITH ACCOUNTABILITY FOR:

• Providing a professional and courteous point of contact for office matters, for clients and colleagues, addressing enquiries promptly, with an excellent customer service ethos, and remaining calm under pressure
• Managing incoming, and outgoing post, and deliveries, to the office efficiently
• Answering, screening, and forwarding incoming phone calls in a professional manner
• Maintaining a safe, clean, and welcoming reception area, ensuring compliance with procedures
• Booking, setting up, and clearing meeting rooms for meetings and events, including arranging necessary equipment
• Organising team/client meeting lunches and beverages as required
• Understanding of building security procedures, competence in issuing badges/fobs and managing car parking passes
• Knowledge of office supply needs and inventory management and complying in line with Azets procurement processes

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
• Managing general printing and scanning tasks as needed.
• Following up on missing timesheets and ensuring timely submission for the local office
• Binding accounts accurately and neatly
• Managing purchase orders efficiently and accurately, and in line with finance processes
• Proficient in the use of document management systems
• Engaging in wider team office goals and projects including community / charity projects
• Handling banking tasks, including cheques, and recording transactions accurately
• Managing calendars and providing diary support as requested for local office departmental and team meetings

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
• Supporting in the raising of client invoices including cloud software, payroll and any other invoices 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

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
• 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
• 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

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