London Office
Full-time – 35 hours per week
The role and the opportunity
This is a Senior position in our Admin Team. You will provide proactive and professional administrative support to the Practice Manager
For this role, you will embrace a collaborative, team-based approach, working closely with Partners, Managers, and the Admin Department, to meet the needs of the firm. A key part of the role involves reviewing systems and documentation to ensure compliance with relevant Quality Control procedures.
You will be responsible for client onboarding, including the oversight of the Client Onboarding Team to ensure accurate setup of new clients in the Practice Management system, including timely completion of Money Laundering checks and letters of engagement. It also includes managing health and safety administration across the firm, supporting the Practice Manager with finance duties, providing ad hoc administrative support to all departments, and demonstrating flexibility by working collaboratively across teams as needed.
This isn’t your typical admin role. Yes, you will need to be highly organised, a self-starter, have an eye for detail and be able to work to tight deadlines. However, you will play an integral part in providing firm-wide administrative support, we will rely on you to show initiative, juggle priorities, be proactive and recognise the need for absolute confidentiality and professionalism.
Overall, this is an excellent opportunity if you are an experienced administrator looking to advance your career, with access to our training and development programme to further develop your skill set.
Main duties and responsibilities
Admin
- Manage a small Admin Team providing support across all areas in all departments—Standardise procedures to ensure consistency in records, accounts, and system use.
- Responsible for overseeing and coordinating maintenance at both the London and Stevenage offices.
- Prepare all reports and documents required for the renewal of all company insurances
- Help maintain and update policies, procedure manuals, and the intranet.
- Ensure that all work practices are in line with Health and Safety legislation
- Liaise with the landlord and other third parties to ensure that staff work in a suitable office environment, including aspects such as cleanliness and temperature.
- Provide reception cover as needed and ensure a professional front-of-house service is maintained.
- Support marketing initiatives: admin, events, etc
Client Administration
- Setting up new clients, including gathering, collating and reviewing “KYC – Know your clients” documentation in line with Money Laundering regulations, and checking completeness
- Liaising with Partners and managers to regularly ensure information stored in the Client Relationship Management (CRM) system is accurate and updated, reporting and resolving issues accordingly.
- Maintain client databases and assist with routine updates or data cleansing projects.
- Support internal file review schedules and help chase outstanding documentation from Partners or clients.
- Ensure compliance checklists are completed and filed appropriately.
Finance
- Supporting the Practice Manager with a range of financial and operational tasks, to gradually take on greater responsibility over time. This developing role includes assisting with monthly payroll (expenses, overtime, sickness, bonuses, salary changes, SMP reclaim), auto-enrolment, supplier payments, and maintaining Xero.
- You will help draft management accounts for board meetings, manage cash flow and credit control, and support audit-related admin.
- The role also includes reviewing client account reconciliations and preparing quarterly VAT returns.
Managing communications
- Act as the main point of contact for external service providers for both offices
- Liaising regularly with the Admin Team and Practice Manager to identify work commitments and prioritising workloads accordingly.
- Liaising with the Admin department to resolve problems on Partners/Managers’ behalf and taking ownership of any issues, following up where appropriate.
Personal Work Management
- Working independently and/or as part of a team on projects providing administrative support.
Developing Self and Others
- Occasional assistance provided to other teams when cover is required (full training given if applicable).
- Sharing workload and commitments with other members of the admin team, training and supervising where applicable.
- Recommend and improve operational matters and efficiencies.
- Undertaking research for various projects as required.
Key Requirements:
Qualifications and Experience
- A min of 5 years’ experience in an administrative or coordination role, ideally within an accountancy or professional services firm.
- Good working knowledge of databases, including Word, Excel, and PowerPoint packages.
- Experience with Practice Management systems is an advantage.
- Familiarity with AML/KYC and GDPR compliance principles (preferred but not essential).
Skills & Competencies
- Effective communicator at all levels
- Strong organisational and administrative skills
- High degree of accuracy and attention to detail.
- A calm, but professional and resilient attitude, with the ability to problem solve
- Ability to handle conflicting demands and juggle priorities.
- Ability to identify and implement changes needed to improve efficiency
- The tenacity to achieve results
- Ability to work under tight deadlines
- Discretion and confidentiality in dealing with sensitive information.
Personal Attributes
- Ability to use own initiative and work well without supervision
- Self-motivated with a proactive approach to work management
- Willingness to learn and support continuous improvement.
- Able to work collaboratively with a team
