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Office Manager

3 months ago

UK, UK, United Kingdom Azets Full time

Who are Azets

Azets are a leading firm of Accountants and Business Advisers operating across the UK, Ireland and the Nordics, we have over a wide network of employees and an abundance of inspiring opportunities to join one of our many offices


We are a top ten accountancy firm in the UK and are the number one largest SME practice.


The opportunity


Experienced and proficient in all tasks within your administrative team, with specific ownership for:

Assisting in the smooth running of the office, with accountability for:

  • Managing general day to day running of the office, liaising with OMP, Facilities and Operations and any other department as necessary.
  • Understanding of building security procedures, competence in issuing badges/fobs and managing car parking passes.
  • Ownership of Health & Safety matters within the office

Providing effective, general administration 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.

Providing technical 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
  • 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
  • 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
  • Facilitating the hiring and training administrative staff, coordinating leavers, and collaborates with HR as needed
  • Managing holiday team organisation via People XD, ensuring seamless scheduling and coverage.
  • Reviewing and approving expenses and timesheets to ensure compliance with company policies and procedures.
  • Maintaining and monitoring flexible working records to ensure accurate tracking of employee hours.

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
  • Organising and attending meetings, including preparing agendas and minutes to ensure effective communication and documentation.
  • Managing and leading ad hoc projects, including reporting on progress and outcomes to relevant stakeholders.
  • Collating and presenting detailed information to facilitate the development of efficient working processes within the organisation.

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


What are we looking for?


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 & Process Skills

  • Proficiency in the Microsoft Office Suite including word, excel, PowerPoint and TEAMs
  • Competent in key performance software, with support, inc CCH, Azets Reach, CoZone (advantageous but not essential)
  • Embraces new technologies and ways of working and identifies opportunities to improve internal processes / operations

Decision Making Skills

  • Confident in taking decisions within agreed remit. Knows when to test out decisions with colleagues and knows when decisions should be escalated.
  • Actively listens to others and is open to changing own mind.
  • Delivers work within agreed scope and timescales, meeting deadlines in as efficient way as possible.
  • Communicates effectively when scope or timescales need to change friendly, collaborative nature and a desire to help

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
  • Demonstrates understanding of efficient management of resources, prioritising where appropriate

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
  • Takes pride in own work and takes personal responsibility for ensuring that the final product is accurate, of high quality, and presented well.
  • Ensures that sufficient time is planned for self-review and the required quality reviews.


What's in it for you?


Our benefits include hybrid & flexible working, birthday leave, professional subscription and much more. You can find out more about how we reward our colleagues - Careers | Rewards And Benefits | Azets UK