Team Administration Assistant

Team Administration Assistant

Company & Location: Yorkshire Accountancy, 123 Hallgate, Cottingham, HU16 4DA
Hours: 15-20 hours per week, Monday to Friday
Salary: £13.00 per hour
Contract: Permanent, part-time
Working arrangement: Office based

About the role

We are looking for an organised, proactive and personable Team Administration Assistant to provide practical administrative support across our practice.

This is a varied administration role supporting our accounts, tax, bookkeeping and payroll teams. The purpose of the position is to take ownership of the important day-to-day administrative tasks that keep client work moving, records up to date and our teams organised.

This is not an accountancy or tax position and we are not looking for someone with an accounting background. We are looking for someone who enjoys administration, is organised, gets things done and is happy helping different members of a busy team.

Key responsibilities

The role will include:

Accounts and client administration

Logging new accounts jobs and other work onto our systems.

Keeping job records and internal systems up to date.

Chasing clients for accounting records and other information.

Chasing signed accounts and Companies House documents, including confirmation statements.

Assisting with monthly accounts and bookkeeping job updates.

Maintaining and organising electronic client records and folders.

Processing changes to client details.

Sending clients copies of documents and information when requested.

Tax and MTD administration

Assisting with administrative data entry relating to Making Tax Digital.

Logging Self Assessment checklists and information returned by clients.

Scanning and saving tax working papers and client documents.

Sending copies of SA302s, previous tax returns and other documents requested by clients.

Providing general administrative support to the tax team, particularly during busy periods.

Practice and team administration

Assisting with monthly reviews of client fixed fees.

Assisting with quarterly reviews of bookkeeping and payroll fixed fees.

Sorting, scanning and processing incoming post.

Maintaining electronic post folders and filing.

Scanning, saving and organising client documents.

Providing administrative cover when other members of the team are absent.

Helping the accounts, tax, bookkeeping and payroll teams with routine administrative tasks.

Taking ownership of agreed recurring administrative tasks and making sure they are completed on time.

Credit control

Assisting with routine credit control.

Monitoring outstanding client balances.

Sending agreed payment reminders.

Following up outstanding amounts where required.

Keeping credit control records up to date.

About you

Previous office or administrative experience would be useful, but it is not essential. We are more interested in finding someone with the right attitude and approach.

We are looking for someone who is:

• organised and able to manage a number of different tasks;
• proactive and willing to find the next job rather than always waiting to be asked;
• reliable and conscientious;
• friendly, approachable and confident speaking to people;
• comfortable communicating with clients by telephone and email;
• accurate and attentive to detail;
• comfortable using computers and learning different systems;
• willing to ask questions when unsure;
• able to handle confidential information appropriately;
• happy working as part of a team; and
• willing to help different areas of the practice when required.

What we're looking for

The right person will enjoy being the person who keeps things organised and makes sure things get done.

There will be a mixture of regular responsibilities and ad-hoc tasks, so we're looking for somebody who can spot what needs doing, take ownership of it and see it through.

Although you will work closely with our accountants and tax, bookkeeping and payroll teams, this is an administration role rather than a training position for an accountancy or tax career.

We want someone who is happy to build their knowledge of how our practice operates and become a reliable source of administrative support across the business.