Senior Administrator

1 month ago

York, United Kingdom Azets Full time

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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