Operations Manager
Job Description
Department: Practice Operations
Reports To: Managing Partner / Practice Director
Location: Belfast
Contract Type: Part-time, Permanent
About the Role
We are seeking highly organised individual to oversee the operational running of our accountancy practice. This is a pivotal role responsible for ensuring the practice functions efficiently and compliantly across all client-facing and internal processes. The successful candidate will take ownership of client onboarding, AML compliance, workflow management, and team operations — acting as the operational backbone of the practice. They will work alongside the accounts manager and report directly to the partners.
Key ResponsibilitiesPractice Operations
- Oversee the day-to-day operational management of the practice
- Maintain and continuously improve practice management systems, workflows, and standard operating procedures
- Monitor capacity, workload allocation, and job scheduling across the team to ensure client deadlines are consistently met
- Manage supplier relationships, software subscriptions, and office administration functions
- Produce regular operational reports for the Partners, highlighting capacity, workflow progress, and compliance status
AML Compliance & Client Onboarding
- Lead the practice's AML function
- Own and manage the end-to-end client onboarding process, including the collection and verification of identification documents, beneficial ownership information, and source of funds/wealth where required
- Conduct and document client risk assessments, applying a risk-based approach to determine the level of due diligence required (standard, simplified, or enhanced)
- Maintain and oversee the practice's AML policies, controls, and procedures, ensuring they remain current with regulatory updates and professional body requirements (ICAEW, ACCA, AAT, or equivalent)
- Manage ongoing client due diligence (CDD) and periodic reviews, ensuring client records are kept up to date and flagged for re-verification as required
- Train and brief staff on AML obligations, red flags, and internal reporting procedures
- Ensure the practice's AML register, risk assessments, and onboarding records are audit-ready at all times
Client Relationship & Administration
- Manage the new client take-on process from engagement letter through to active client status, ensuring all documentation is complete before work commences
- Maintain accurate and up-to-date client records within the practice management system (Accountancy Manager, Xero, Tax calc)
- Oversee letters of engagement, fee agreements, and disengagement letters, ensuring they meet professional and regulatory standards
- Coordinate professional clearance procedures when onboarding clients transferring from another practice
Team Leadership
- Support the managers and partners in managing workflow across the wider team, identifying bottlenecks and resource gaps
- Onboard new team members operationally, including system access, process training, and compliance induction
Process Improvement & Technology
- Lead the ongoing development and optimisation of practice management and document management systems
- Identify opportunities to automate or streamline repetitive administrative and compliance tasks
- Maintain a culture of continuous improvement across all operational functions
Person SpecificationEssential
- Demonstrable experience in an operations, compliance, or practice management role.
- Strong customer service experience
- Highly organised with the ability to manage multiple priorities across a busy practice
- Excellent communication skills with the ability to liaise confidently with clients, staff, and regulatory bodies
- Proficiency in software such as Microsoft Office / 365/ excel
- Eagerness for continual process improvement
- Ability to get project work completed
Desirable
- Experience working within an CAI ICAEW, ACCA, or AAT supervised practice
- Part or fully qualified AAT, ACCA, or equivalent
What We Offer
- Competitive salary: £40,000 – £45,000 per annum pro rata depending on contract hours (depending on experience)
- 30 days annual leave inclusive of bank holidays pro rata depending on contract hours
- Statutory Pension scheme
- Professional development and CPD support
Pay: £40,000.00-£45,000.00 per year
Work Location: In person
