Administrative Support Assistant
4 weeks ago
About the Role
We are seeking an experienced Administrative Secretary to join our team on a part-time basis. The ideal candidate should have previous experience working within an accountancy practice and possess excellent typing skills in Word, as well as proficiency in Excel. This role requires a cheerful, friendly, and outgoing personality with a flexible approach and a good sense of humour.
Key Responsibilities
- Typing letters, invoices, and other documents accurately and efficiently.
- Performing company secretarial work such as setting up new companies, filing CS01 forms, and managing changes of directors.
- Managing paper and electronic document filing and ensuring compliance with HM Revenue & Customs and Companies House requirements.
- Creating and maintaining client records, updating databases, and ensuring data accuracy.
- Updating accounts and controlling tax return accounts.
- Conducting credit control activities and sending statements to clients.
- Franking mail and taking it to the Post Office when necessary.
- Handling banking activities.
- Managing and responding to emails in a timely manner.
- Photocopying and scanning documents as needed.
- Preparing books and records for client collection.
- Answering incoming calls, taking messages, and providing assistance or directing inquiries to the appropriate person.
- Scheduling appointments using our online diary system.
- Archiving old files as per company guidelines.
- Maintaining a well-organized filing system.
- Keeping the paper or electronic reminder system updated.
- Greeting clients and providing refreshments as necessary.
- Ordering stationery and other office supplies.
- Monthly updating of the franking machine software.
- Liaising with suppliers regarding faulty equipment, such as copiers.
- Managing petty cash.
- Watering office plants to maintain their well-being.
Requirements
- Previous experience as a secretary or receptionist, preferably within an accountancy practice.
- Excellent touch-typing skills in Word and proficiency in Excel.
- Strong organizational and time management abilities.
- Attention to detail and accuracy in handling documents and data.
- Excellent written and verbal communication skills.
- Ability to provide outstanding customer service.
- Professional and positive attitude with a flexible approach to work.
- Ability to handle multiple tasks and prioritize accordingly.
- Proficiency in using office equipment, including computers, printers, scanners, and franking machines.
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