Condies is a well-established firm of accountants who are part of the Dains Group, a firm of over 700 people with offices across the Midlands, Yorkshire, Scotland, Ireland and Surrey. We are delighted to offer a position for a Business Support and Operations Assistant in a well-established and busy accountancy practice. Our business support team at Condies is a small one, we currently have our Client Onboarding Specialist, and a Business Support Assistant in the team carrying out the day-to-day administrative tasks and supporting our fee earning colleagues to look after our clients. We are looking for an enthusiastic, knowledgeable, and diligent person to join the team, assisting with administration tasks including the maintenance of our CRM/database system and collaborating with the managers to ensure that we are supporting the wider business in all administrative tasks. In conjunction with this, the role would also involve supporting our Operations Manager with Operational Administrative tasks. This role is a fully office-based role, in Dunfermline, Fife. The main areas of responsibility for this role include: - Preparing data for reporting to directors and client managers for team meetings - Reviewing and signing off colleague timesheets with escalation route to Operations Manager for those not achieving target - Assist with the reviewing of processes, identifying areas for improvement. - Assisting the client manager manage the workload for their teams, including relocation of work and maintaining records that assist with KPI records. - Assist Operations Manager with the review and approval of holidays and absence management. - Oversight of all trainee exam progress and study costs - Ownership for maintaining the induction pack material and completion of new colleague onboarding tasks and taking care of all admin involved with leavers. - Carrying out administrative tasks and taking instruction on how to do tasks to pre-agreed standards. - Liaising and assisting the marketing team on mail merge and other marketing campaigns providing the team with the relevant information to allow them to do their job well. - Ensuring our database/CRM system is maintained and kept up to date. - Providing Executive Admin Support to our partners & directors - Day to Day monitoring of the facilities to ensure that there are no safety hazards, or maintenance issues helping to ensure our offices are well looked after and provide a suitable working environment for both colleagues and visitors. - Help with other business support tasks especially to cover lunchtimes, holidays and absence including: - Processing of incoming and outgoing mail. - Carrying out office duties including ordering and receiving stationery, organising client papers, scanning of confidential information received from clients, letters and mail merges. - Supporting reception duties by meeting and greeting clients and guests to our office, the handing in of books and records, and delivering messages to other colleagues. Making teas and coffees for client meetings. - Supporting with the office open up and shut down procedures, including checking all equipment is ready for the day. - Monitoring the return of client documents/books and records - Ad hoc administrative & facilities tasks. Personal Specification Ideally, we are looking for someone who can meet the following personal specification: Requirement Qualifications / Education / Training: · Prior experience working in a busy office/ professional services firm · Maths and English pass at Nat 5/ GCSE Equivalent/ SQA level 2 · Prior experience with working in an Operational Environment Specific Experience: · Comfortable juggling different priorities · Used to taking instruction and meeting specific deadlines Knowledge, Skills & Competencies: · Proficient in the use of Microsoft Office packages including Word, Excel & Powerpoint · Highly IT literate · Knowledge of CRM systems and the importance of maintaining them to a high · standard · Flexible and able to adapt quickly to change and urgent demands · Methodical with a high attention to detail · Excellent grasp of spoken & written English · Self-motivated & able to organise and manage own workload · A team player · Keen to acquire knowledge and learn new skills · Pre-emptive and pro-active work style Core Values required of the successful applicant include: · Honesty · Integrity · Enthusiasm · Resilience Personal Attributes: · Enjoys taking responsibility and ownership · A completer finisher · Excellent personal presentation · Positive attitude and happy demeanour