As part of your learning to achieve an Apprenticeship Standard in Business Administrator Level 3, you will be keen to learn about providing administrative and business support to Client Managers and Business Directors.  You will work as an integral part of a business unit and be responsible for a vast array of clerical tasks. At times you will be expected to cover reception. This role is the first and crucial point of contact for many of our clients. As part of our team, you will help to ensure that the experience of Nicholsons Accountants is a positive one.

Scope of the Role

Under direction and supervision will provide full administrative support for the Directors and their teams; will assist in maintaining and enhancing the professional image of the company in all correspondence and personal client contact; will deal competently with clients via telephone/email and in person; will manage client lists to ensure online filing deadlines are met; will work on own initiative; will cover reception duties when required; will assist with seminars/events. The Role holder will also undertake and performs other related duties as required.

The main duties will include:

  • Using various computer packages – Word, Excel, PowerPoint.
  • Assisting the Directors with full administrative support by producing/typing letters, emails, invoices, minutes, faxes, file notes, schedules, reports, and presentations for the Directors and team as well as acting as a Personal Assistant to the Directors as required;
  • Assisting in the administration of the firm by covering reception when needed, answering overflow telephone calls, making appointments, reserving meeting rooms, attending to incoming emails in the absence of a Director, and being the central contact point for our outsourced Marketing activities;
  • Completing company secretarial duties by electronically filing statutory company forms to meet filing deadlines;
  • Assisting in the management of workflow by keeping various computer records updated, document scanning and working with the Practice Manager to develop and improve the firm’s computer systems in order to improve efficiencies within the Secretarial, Administrations and the wider teams within the firm;
  • Placing letters into envelopes and checking them for accuracy before they are posted;
  • Taking responsibility for the administration of the Fee Protection Scheme by liaising with the Scheme provider, Directors and Clients to ensure the Scheme works effectively and efficiently;
  • Providing support by organising and staffing seminars and business meetings and minute taking, as required.

When covering reception, the role will be focused on call-handling, general administration, preparing meeting rooms and some data entry. The role works very closely with all teams and supports with social community initiatives as wells.

Your duties will include:

  • Providing reception duties for clients;
  • Entering confidential data using computerised systems in line with operational policies and procedures;
  • To ensure that client confidentiality is adhered to at all times;
  • Liaising with other departments as necessary;
  • Attending all mandatory training as required, and any compulsory in-house training;
  • Undertaking such duties reasonably commensurate with the post which may include scanning documents;
  • Servicing client reception needs for the shared office space;
  • Reservation of meeting rooms and preparing them for meetings and conferences;
  • Administration ad-hoc duties;
  • Processing post and items to be sent by courier; and
  • Booking catering facilities – organising lunches and liaising with catering team.
Knowledge, Skills and Experience

Essential:

  • A minimum of Level 2 English and Maths – this is the joining requirement for the Apprenticeship;
  • Excellent attention to detail;
  • Excellent time management and organisational skills;
  • Ability to work as part of a team, as well as independently;
  • Calm manner, able to work under pressure and with changing demands and priorities;
  • Very good written communication;
  • Very good verbal communication and telephony skills;
  • Accuracy;
  • Ability to spell;
  • Ability to work under pressure;
  • Ability to multi-task and prioritise;
  • Confidential and discrete approach;
  • Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met;
  • An empathetic, polite approach to client needs; and
  • Excellent customer service skills.

Desirable:

  • An interest in Administration.
Core Requirements
  • Building and maintaining effective relationships within Nicholsons Accountants;
  • Building and maintaining effective relationships with external professional contacts; and
  • Engendering a positive and professional working environment that encourages quality staff to join Nicholsons Accountants and develop within the business.
Measures
  • Achieving the milestones stipulated in your apprenticeship plan;
  • Accuracy in documents being sent to clients;
  • Screening calls adequately;
  • Letters being sent on time and deadlines being met;
  • Confidentiality being maintained; and
  • Being GDPR compliant with all documents and letters.
How to apply

Please send (by email) the following:

  • A CV
  • Covering letter [telling us how you meet the above person specification]

Send to Hannah Walker at Nicholsons Chartered Accountants: hannah.walker@nicholsonsca.co.uk

Communication is at the heart of what we do, and if you are successful in being invited to interview, but unsuccessful in the process overall, we will give you feedback if you ask us to.