Secretary / Receptionist

Office Angels; Royal Tunbridge Wells; On-site; GBP 27,000 - 33,000; Full time

Benefits offered by this job

25 days holiday

Bank Holidays

Private Medical Insurance

Death in Service

Pension

Xmas close

Parking

Team/Social events

Job summary

Office Angels seeks a dynamic Secretary / Receptionist in Tunbridge Wells to provide top-notch reception and secretarial support. You will answer calls, manage appointments, process correspondence, and assist Partners and the team in daily administrative tasks.

The role is onsite, Monday to Friday, 9-5, with a permanent contract and a generous benefits package including private medical insurance, pension, and 25 days holiday.

Qualifications

• Strong organisational and time-management abilities.
• Good communication and interpersonal skills.
• Experience providing administrative support in a fast-paced environment.

Responsibilities

• Answer and direct incoming calls with clear messages.
• Handle post, scanning, filing and document distribution.
• Prepare client correspondence and manage diaries and appointments.
• Support partners and team with general administration as needed.
• Maintain filing systems and process invoices and statements.

Skills

Organisational skills

Communication skills

Customer service oriented

Tools

Microsoft Office

IRIS

Job description

Secretary / Receptionist

Tunbridge Wells

Hours: 9-5pm, Monday - Friday - Permanent, Onsite.

Salary and Benefits:

• £c30,000 per annum
• 25 days holiday
• Bank Holidays
• Private Medical Insurance
• Death in Service
• Pension
• Xmas close
• Parking
• Team/Social events

Our client, a prestigious accountancy practice, is seeking a dynamic and professional Secretary / Receptionist to become a vital part of their team. This role offers an exciting opportunity to provide top-notch reception and secretarial services while supporting a talented group of partners, managers, accountants, and clients. If you thrive in a fast-paced environment and enjoy delivering exceptional administrative support, this position is perfect for you!

Reception & General Administration:

• Answer and direct incoming calls, ensuring messages are taken and passed on efficiently.
• Receive, date-stamp, scan, and distribute incoming post with attention to detail.
• Scan and accurately file invoices and correspondence.
• Maintain organised electronic and paper filing systems to support smooth operations.
• Provide general administrative support as required, ensuring the office runs seamlessly.

Emails, Diary & Meetings:

• Monitor and promptly action incoming emails and notifications.
• Manage appointment and meeting-room requests, checking availability as needed.
• Forward correspondence and information to the appropriate team member, ensuring effective communication.
• Maintain partner reminders and manage diary-related administration with precision.

Correspondence & Documents:

• Prepare and issue client correspondence, letters, and essential documents.
• Draught correspondence for HMRC and Companies House, ensuring compliance and accuracy.
• Produce fees, VAT receipts, and statements of account for clients.
• Save important correspondence and documents to the correct client files, maintaining confidentiality.

Engagement Letters:

• Prepare engagement letters based on partner and manager instructions, ensuring clarity and professionalism.
• Update job records and client files throughout the process, maintaining accurate records.
• Save completed and signed engagement letters appropriately to ensure easy access.

Tax & Client Administration:

• Update records following the submission of Self-Assessment Tax Returns, ensuring accuracy.
• Prepare and issue signed tax return documentation as required.
• Maintain client deadline lists, checklists, and job records diligently.
• Assist with Corporation Tax payment reminders and account filing deadlines, liaising with clients when necessary.

Companies House Administration:

• Monitor Confirmation Statement deadlines and flag actions required proactively.
• Prepare, track, and file relevant documentation, ensuring compliance.
• Liaise with managers and partners regarding amendments and approvals, maintaining clear communication.
• Update job records and tracking sheets, accurately recording time as required.

Fees & Client Payments:

• Produce and send VAT receipts for Direct Debit and Standing Order payments efficiently.
• Process VAT receipts received by email or client portals, maintaining accurate records.
• Ensure accurate records of fees, payments, and client information are kept up to date.

Ideal Candidate:

• Strong organisational and communication skills.
• A keen eye for detail and the ability to multitask effectively.
• Proficiency in Microsoft Office / IRIS and experience with office administration.
• A friendly and professional demeanour, with a passion for customer service, happy to be based on a reception as well as support 2 Partners within the team.

Office Angels is an employment agency. We are an equal opportunities employer who put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, abilities and more. We do this by showcasing their talents, skills and unique experience in an inclusive environment that helps them thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

Office Angels is an employment agency and business. We are an equal-opportunities employer who puts expertise, energy and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, abilities and more. By showcasing talents, skills and unique experiences in an inclusive environment, we help individuals thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.