Administrative Assistant – Plymouth

Westcotts office; Plymouth; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading accountancy practice in Plymouth is seeking an Administrative Assistant to support the Lead Partners and enhance office operations. The role involves a variety of administrative tasks, ensuring smooth communication and organization within the team. Ideal candidates are outgoing, organized, and possess strong communication skills. This is a permanent position offering flexible working hours and numerous employee benefits, including annual leave and a pension scheme.

Benefits

20 days annual leave plus bank holidays

Annual salary review

Death in service 3 x annual salary

Access to Westfield Rewards and Health scheme

24-hour external Employee Assistance Programme

Flexible benefits including Buy and Sell holiday

Pension 3% rising to 4%

Enhanced Maternity and Paternity

Qualifications

• Experience in an Administration role or relevant qualifications.
• Excellent oral and written communication skills.

Responsibilities

• Provide administrative support to Lead Partners.
• Manage meeting room diaries and client hospitality.
• Handle office communications and maintain records.

Skills

Communication

Organization

Adaptability

Initiative

Education

BTEC in Administration

Tools

MS Word

Excel

PowerPoint

Outlook

Job description

Westcotts is a Top 50+50 Accountancy Practice and Real Living Wage Employer with over 300 team members based across Devon and Somerset.

We are looking for an Administrative Assistant to join us on a permanent basis in our Plymouth office. This role is to provide administrative support to the Lead Partners and help support the continued growth of the office.

Main Duties

The main duties (but not limited to) are the following:

• Providing ad hoc accounts, administration, and secretarial support for the local team reporting to the Partners, Directors, and Managers of the office.
• Managing meeting room diaries, room set ups and close downs.
• Hospitality for clients including meeting, greeting, arranging parking and refreshments.
• Answering phones, main switchboard, and intercom; directing calls, and taking and passing on messages accurately and efficiently.
• Handling and dealing with daily post, filing, and communicating.
• Handling and dealing with the main Plymouth office email inbox; distributing emails to the right contacts.
• Taking payments from clients over the phone or in person.
• Maintaining our office petty cash receipts and payments; dealing with client bankings.
• Upkeep and communication of key office information including (but not limited to) suppliers, contractors, services, utilities, emergency shut offs and general maintenance management details.
• Checking Registered Office Board.
• Ensuring office supplies are up to date, made and items in stock.
• Onboarding processes associated with our new clients; contacting clients to obtain money laundering ID and perform checks; liaise with clients and team members to obtain essential information to set up clients on our internal systems.
• Ensuring terms of business are up to date, and other key legal documentation is in place for our clients.
• Updating and maintaining our internal practice contact database.
• Helping with keeping our client records store organised.
• Preparation of database invitees and attendees for local office events.
• Creating and sending out invitations managing responses and reminders.
• Generating content relating to events attended and agreed programme.
• Providing general event support for the office.

This job description summarises the main duties and responsibilities of the post, however the list is not exhaustive as the post-holder may be required to undertake other duties, tasks and projects of similar level and responsibility as deemed appropriate by the local Partnership team.

Attributes, Skills, Experience and Qualifications

The role will likely suit a person who already has a small amount of Administration role experience wishing to develop this further or is looking for their first role after gaining relevant qualifications and skills. Ideally the successful candidate will have the following attributes, skills, experience, and qualifications:

• A BTEC / apprenticeship in Administration or Office Management or similar would be desirable, though not essential.
• Outgoing, socially confident, and emotionally controlled.
• A positive attitude, friendly, and approachable.
• Resilient, able to multi-task, and work independently / flexibly.
• Adaptable, organised, and conscientious.
• Takes the initiative, ability to prioritise, and meet deadlines.
• Discrete, professional, and team orientated in approach.
• Passionate about all areas of internal and external service
• Efficient and accurate typing skills and processing.
• Excellent oral and written communication.
• Sound working knowledge of technology including MS Word, Excel, PowerPoint, and Outlook is essential for this role.
• 36.25 hours per week (Flexible working may be available).
• 20 days annual leave plus bank holidays increasing to 25 days annual leave after three years’ service.
• Annual salary review.
• Death in service 3 x annual salary.
• Access to Westfield Rewards and Health scheme.
• 24-hour external Employee Assistance Programme helpline.
• Flexible benefits including Buy and Sell holiday, Cycle to Work, Payroll Charity Giving and Private Medical Insurance.
• Introducing clients and team member commission schemes.
• Pension 3% rising to 4% (but matched up to 6% after 4 years’ service).
• Enhanced Maternity and Paternity after one year’s service.

How to apply

To apply for this position, pleaseupload your CV along with a covering letter providing information on why you feel you would be suitable for the role in particular in regards to the desired attributes, skills, experience and qualifications. Please also state your current salary (if applicable), salary expectations and available start date.