Senior Administrator (FTC)
23 hours ago
Leeds
• ; 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. Role 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 Our benefits include hybrid & flexible working, birthday leave, professional subscription and much more. 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