Job Overview
We are looking for an organised and conscientious candidate to join our Administration Team. You will be one of two admin personnel working in a busy, fast paced environment.
This is an office based role and you will be required to work at our Newton Abbot office.
Duties
The candidate would be involved in the following work:-
- Carry out new client set ups using Iris, Xero and AMLCC (training given), preparing and sending out paperwork to clients
- Carry out Anti Money Laundering ID procedures using AMLCC software for new and existing clients (training given)
- Carry out lost client procedures
- Chasing clients for any outstanding paperwork
- Updating personal and corporate client lists
- Carry out client change of details procedures
- Sending out ad hoc letters and email shots to clients
- Send out monthly accounts end of year reminders to clients
- Send out monthly CT payment reminders to client
- Assist with filing of client's company accounts and personal tax returns with HMRC and Companies House
- Create quarterly MNA Newsletters using Publisher and send out to clients
- Send out client satisfaction questionnaires and monitor replies
- Manage quarterly change of passwords for HMRC Government Gateway
- Update Company website with new info / conduct relevant annual website checks
- Check reception literature is up to date
- Manage client Registered Offices, updating as necessary
- Set up HMRC Enquiry administration as and when we receive the enquiry
- Manage confidential waste control
- Liaise with HMRC as and when necessary
- Assist clients with any queries, referring them on to team as appropriate
- Take client payments over the phone using virtual payment portal (training provided)
- Assist colleague/provide cover for front of house, first point of contact for visiting clients
- Assist colleague/provide cover for answering main switchboard, managing any voice mail messages
- Assist colleague/provide cover for preparation of refreshments for visiting clients if required
- Ensure outgoing post is franked and ready for collection
- Assist colleague in managing client records storage room, ensuring records are collected by clients
- Create clients' Christmas e-cards and send out
- Arrange Christmas staff party and other social events during the year with the social committee
- Any other ad hoc projects which may be allocated to you to suit the needs of the business
Office Experience
Essential
- Dealing with clients professionally on the telephone
- Professional letter and email writing
- Database use
- Dealing with clients face to face and front of house
Desirable
- Basic website administration
- GDPR Knowledge
General Experience and Personal Attributes
- Longevity of service to enable efficiency and consistency is essential, and this aspect of any CV will be considered
- Ability to work autonomously, prioritise workload and manage deadlines
- Organised and deadline orientated - we strive for consistency and control to give a professional and proactive service
- Willing to be flexible enough to ensure workload is achieved at busy times
- Attention to detail - this role is multi-faceted and requires focus on the task in hand
- Personable and sociable
Computer Skills
Essential
- A proficient and working knowledge of Microsoft Word, Excel and PowerPoint (Word and Excel being heavily used)
Desirable
- Microsoft Publisher (an advantage but not necessary)
- Note Training would be given in the use of IRIS Accountancy Software Xero (basic use) and AMLCC (Anti-Money Laundering platform)
Benefits
Pension
A Group Personal Pension Plan is in place and contributions would start after the first three months of employment. The contributions that the Practice will make into the scheme, together with the employee contributions team members are expected to make are detailed in the following table. The right to opt out is available if desired.
Period 01/04/16 onwards
Practice % of salary contribution 4%
Your % of salary contribution 4%
Optional benefit of Salary Sacrifice of Employee Pension Contributions.Other Benefits
- Optional benefit of Salary Sacrifice of Employee Pension Contributions (subject to T&C's)
- Payment of Subscriptions to Professional Bodies.
- Group Private Medical Cover Policy – non-contributory by you.
- Private Medical cash back schemes, covering Optical (including contact lenses and glasses), Dental, Health Checks and others – non-contributory by you.
- Group Income Protection Policy – non-contributory by you.
- Death in Service (Life Cover) – non-contributory by you.
- Free parking at Newton Abbot Office
- Commission on introduction of suitable clients at 15% of the first year and 10% of the second year’s annual recurring fees.
- Commission on introduction of suitable employees. £1,500 non senior roles and £3,000 for senior roles.
- Flexi Time (with 1.30pm finish on Fridays as part of standard hours).
- Two Duvet Fridays per holiday year.
- Casual wear everyday.
- Free snacks and fruit bowl provided.
- Open culture to include regular staff meetings, including involving staff in practice development and achievement of goals.
- Social Committee and events with a social fund provided by the Practice.
- 20 days paid holiday plus all statutory bank holidays
- Christmas closure period 24 Dec to 1 Jan, all working days given as extra holiday.
- Holiday entitlement increases with length of service.
Core Working Hours
February to December: 37 hours per week as follows:
Monday – Thursday 8.30 am – 5.00 pm (30 minute lunch break).
Friday 8.30 am – 1.30 pm (no lunch break).
For the month of January: 40 hours per week as follows:
Monday – Friday 8.30 am – 5.00 pm (30 minute lunch break).
Flexi Time
We offer a system of flexi time as follows:
Staff can work with the time range of 8.00 am to 6.00 pm on any working day in order to accrue flexitime or make up flexi time owing. Accrued flexi-time may be used to flex their hours by starting later or finishing earlier than the core working hours above, subject to the rules stipulated in the Staff Handbook.
Christmas Closure
The Practice closes from the 24 December through to 1 January. In addition to the standard holiday entitlement above, staff are given all working days in this period as additional paid holiday. This is normally 4 extra days, sometimes 3.
Holiday Entitlement
20 working days per annum, increasing by 1 day per complete holiday year of service up to a maximum of 25 days holiday per annum.
In addition staff are entitled to Bank Holidays as holiday entitlement.
The “Holiday Year” commences 1 April.
Duvet Fridays
In addition to the Holiday entitlement the practice will allow you to take two “Duvet Fridays” per holiday year.
These allow you to elect not to come in to work on two Fridays of the holiday year should they chose not to. Duvet Fridays will be valued at 5 hours for the purposes of the Flexi Time system and are subject to conditions as set out in the staff handbook. Duvet Fridays cannot be taken in the month of January.
Transport
Driving Licence not essential. Any journeys we ask you to make for us will be reimbursed as detailed in the staff handbook, however for cars it is currently 45p per mile for the first 10,000 miles in any tax year, and 25p per mile thereafter.
All benefits subject to Terms and Conditions of employment.
Probation Period
The position will be subject to a review after an initial probationary period of 3 months.
Pay: £30,000.00-£35,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
- Private medical insurance
- Sick pay
Work Location: In person
