Administrative Assistant

Job Title:Administrative Assistant

Location: Durham

Salary: Competitive

Job Type: Permanent, Full Time

About Us:

Clive Owen LLP is one of the largest independent firms in the Northeast. With integrity and excellence at our core, our innovative use of technology and operations allows us to provide first-class service to our clients.

About The Role:

This role is based in the Durham office, and you will work as part of an established administrative team, with a range of knowledge and experience. Your role will report to the PA/Secretary, and you will be involved in providing administrative support to clients and all departments across the partnership to ensure a professional, consistent, and excellent administration service is provided to all stakeholders.

A typical day in the life of an Administrator Assistant:

• Answer incoming calls, directing the calls as appropriate and taking and passing on messages to the relevant person if the call cannot be answered
• Meet and greet clients on arrival
• Make refreshments for visitors, order lunches, clear crockery from meeting rooms after use, and wipe the tables down
• Scan incoming and outgoing post, filing in VC, and distribute incoming post to the relevant department
• Assist with kitchen duties as required
• Prepare and frank outgoing post
• Accept deliveries, put stock away, and liaise with the relevant department as required
• Undertake administration tasks including producing letters, arranging meetings, booking meeting rooms, scanning correspondence in VC including books and records, and binding documents
• Undertake portal publishing, chasing any outstanding portal documents, scanning and ensuring all relevant documents are filed appropriately, and assisting with any portal queries
• Send bank letter requests and client-verified transaction requests on Circit
• Send Confirmation statement cover letters
• Complete large mail merges as required
• Produce engagement letters, chase outstanding engagement letters, and update Connect
• Submit accounts to Companies House, processing of signed accounts and uploading documents into MyWorkPapers
• Assist with ordering stationery and office supplies as and when required and keeping the Finance department aware of costs

What are we looking for:

• Proven administration experience
• Exceptional organisational skills
• Have excellent written and verbal communication skills and be confident speaking to clients and colleagues face to face, over the telephone, and by email
• The ability to check work for accuracy and have good attention to detail
• Be able to demonstrate your initiative to solve problems
• Be flexible and proactive in managing multiple priorities
• Excellent IT skills, including working knowledge of Outlook, Word, and Excel

Benefits:

Agile Working - hybrid working, Nine Day Fortnight, Flexible Working

Time off in lieu - up to and including Assistant Managers can claim additional time worked above their contracted hours

Employer Contribution Pension Scheme - starting at 4% and matched up to 5%. Can be done as salary sacrifice to earn 50% of employer's national insurance savings

Death in Service - insured benefit available to colleagues in the pension scheme up to the age of 75

Flexible annual leave - buy up to 5 days holiday per year through a salary sacrifice scheme

Private Health Insurance - available through Vitality, to be paid directly by employees at a discounted rate

Professional membership fees - full financial reimbursement for professional subscriptions, including student membership

Enhanced maternity, paternity and adoption pay - support available for all colleagues

Qualifications - full financial support for all qualifications

Well-being Support - employee Assistance Programme available 24/7. A Well-being Support Team is available to provide support. Financial Well-being support is available from HSBC. Kaido is a health and well-being app

It would be desirable if you have Business Administration NVQ L3 or have undertaken a business administration apprenticeship or the equivalent. It would be also beneficial if you had experience working in an accountancy practice in an administrative role along with experience of use of using Virtual Cabinet or a similar document management system.

Please click the APPLY button to submit your CV for this role.

Candidates with relevant experience or job titles of Administrative Assistant, Office Assistant, Office Administrator, Executive Assistant, Personal Assistant, Receptionist, Secretary, or similar roles may also be considered for this position.