Business Support Administrator

Affinia; Colchester; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a forward-thinking firm as a Business Support Administrator, where your organizational skills will shine. In this essential role, you'll provide vital support to client-facing teams, ensuring exceptional service delivery in a dynamic environment. Your responsibilities will range from managing client onboarding to compliance tasks, all while fostering strong relationships. With a commitment to employee development and a vibrant workplace culture, this is an exciting opportunity to grow within a leading accountancy firm. If you're looking for a role that values your contributions and offers a supportive team environment, this position is perfect for you.

Benefits

Professional Development Opportunities

Flexible Working Hours

Employee Assistance Program

Health and Wellness Initiatives

Qualifications

• Exceptional organizational skills and service delivery understanding.
• Ability to prioritize workload while maintaining attention to detail.
• Experience in a financial services environment is essential.

Responsibilities

• Deliver exceptional customer service through various administrative tasks.
• Assist with onboarding clients and managing client communications.
• Ensure compliance with client documentation and deadlines.

Skills

Organizational Skills

Attention to Detail

Problem-Solving

Communication Skills

Time Management

Relationship Building

Ability to Work Independently

Flexibility

Education

Experience in Financial Services

Tools

Fresh Desks Ticketing System

Summa Tech Software

CCH Accounts Production Software

First Order Company Secretarial Software

Job description

Affinia formally known as LB Group, is a leading, UK Top 50 Accountancy firm. Through successful acquisitions and organic growth, the firm has seen significant development within the last 18 months. October 2024, we launched our new brand ‘Affinia’ (www.affinia.co.uk) which saw the coming together of LB Group and six other likeminded firms across the East & South East of England to form a combined challenger accounting, tax and business advisory firm.

With a combined heritage spanning over 300 years, we have more than 400 accountancy professionals based in Stratford, Colchester, Chelmsford, Ipswich, Halstead, Harlow, Orpington, Sidcup and Sutton. We advise businesses, government and public sector organisations and individuals in the UK and internationally across seven principal practice groups: Accountancy & Advisory, Tax and Planning, Audit Services, Corporate Finance, Digital Solutions, Payroll and Financial Planning.

We have invested continuously in technology and gained in-depth knowledge across a broad range of markets, growing through acquisitions and private investment. We offer an exceptional service to our clients, with access to our sector experts to develop the strategy that will help them reach their goals. We keep a finger on the industry pulse, so our clients receive the best short to medium and long-term advice.

Purpose of the role:

Affinia is recruiting for a dynamic Business Support Administrator to come and join the Business Support team in our Colchester office on a full time, permanent basis. This is an essential role to the success of Affinia where you will provide support to our client facing teams, our external clients and all colleagues.

Reporting to the Business Support Team Leader, you will ensure our clients and technical teams receive a professional and unrivalled service, be a team player with a flexible approach to completing tasks and achieving business objectives.

Due to the nature of the role, this position is 100% office based.

Accountabilities:

As a Business Support Administrator, you will deliver exceptional customer service by assisting with:

• Completing BAU tasks by Signing into the ‘Fresh Desks’ Ticketing System and responding to ticketing requests in line with the specific Service Level Agreement (SLAs).
• Onboarding clients using the Summa Tech software and preparation with the supporting engagement documents as necessary.
• Handle client disengagements, with adherence to the Affinia Lost Client Process and preparation of professional clearance packs where necessary
• Incorporate companies and process low risk company secretarial work using the First Order Software.
• Submission of accounts and tax returns using CCH Accounts Production/Personal Tax software.
• Monitor monthly deadlines (accounts/CS01’s), issuing timely reminders to the client management teams.
• Prepare monthly client requests and reminders in line with the Affinia matrix process, using the CCH templated letters.
• Sending out documents for electronic signature using the Summa Tech Secure Client Portal, in line with the security and permissions guidance.
• Compliance and Risk Management - processing client AML documents in line with the Summa Tech system and with adherence to the Affinia in-house AML policies.
• Deal with HMRC queries and calls
• Manage CS01 preparation, monitoring and submissions using First Order Company Secretarial software to ensure all deadlines are met.
• Updating all Group databases and workflows to ensure accuracy of critical client data, in line with the policy & procedures, saved to the Affinia Group Databases SharePoint.
• Ensuring all electronic records are accurately filed to the CCH Document Management system in line with the Affinia Naming Convention.
• Assist with tax compliance duties (agent authorisations etc)

Assisting where necessary with the following:

• Front of House duties – greeting clients and visitors with a warm and professional welcome, ensuring visitors are signed in and issued with parking permits where necessary.
• General office presentation, including meeting rooms, refreshments available ahead of internal meetings.
• Receive, sort and distribute incoming and outgoing mail and deliveries in a timely manner being the same business day of receipt.
• Prepare monthly client requests and reminders in line with the Affinia matrix process, using the CCH templated letters.
• Organising files for archiving, in line with the 7-year retention policy. Maintaining accurate, up to date storage records.
• Ad hoc administration duties
• Additional responsibilities as and when identified in association with expectations of the role.

Skills/Qualifications:

The role demands excellent organisational skills and a strong understanding of service delivery in a financial services organisation to drive efficiency and enhance client service delivery.

You will have the skills and ability to prioritise your own workload whilst maintaining high attention to detail. You will be a natural relationship builder with exceptional communication skills. Flexibility and ambiguity as well as possessing the ability to take own initiative and demonstrate good judgement are key skills required within this position.

• Excellent attention to detail
• Strong problem-solving skills.
• Exceptional organisational and time management.
• Effective communication and interpersonal skills.
• Ability to work independently and collaboratively in a team environment.
• Experience within a financial or professional services environment.
• Full training will be given on systems.

Core Benefits:

At Affinia, our culture is driven by ambition and a commitment to positively impact all the communities we serve. We are dedicated to the success, development, and wellbeing of our colleagues, helping them achieve their goals and seize the opportunities that come with our growth.

Please note that this job profile is not an exhaustive list of duties but merely an outline of the key components of the role. You may be required by your line manager to take on additional responsibilities when requested.

Affinia is committed to being an Equal Opportunity Employer. Our policy is unequivocal:

we do not tolerate discrimination based on age, disability, sex, race, religion, or belief, gender reassignment, marriage or civil partnership, pregnancy, or maternity, or sexual orientation. We pride ourselves on being an inclusive organisation that actively promotes equality of opportunity for all, valuing the right mix of talent, skills, and potential. We welcome applications from a diverse range of candidates, and selection for roles is based solely on individual merit.