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