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Operations and Recruitment Coordinator

About HAT
For over five decades, HAT has been a trusted partner providing training, recruitment, compliance services, and technical support as well as an audit methodology to more than 250 accountancy firms across the UK. Our clients range from members of the Accountancy Age Top 50 to sole practitioners. HAT's areas of expertise include audit and assurance, financial reporting and practice procedures. We pride ourselves on providing our clients with a truly personal service and delivering practical advice on current technical developments and issues.

The Role: The Operations and Recruitment Coordinator role is varied, engaging and essential to our operations. You will provide comprehensive administrative support to our small team and serve as the first point of contact for many of our prestigious clients via phone and email. Working closely with senior colleagues who have valuable skills and experience to pass on, you\'ll gain essential administrative skills while supporting our operations. This position is key to the smooth operation of the company and maintaining our high standards of client service, giving you real responsibility and a meaningful impact from your first week.

Perfect Graduate Opportunity: This is an administrative role for a recent graduate looking to start their career. We\'re seeking a bright, ambitious individual with a minimum of a 2:2 degree and strong A-level results who is ready to develop and grow. We\'re looking for a natural organiser who thrives on creating efficient systems and enjoys working with detail—someone who is meticulous, reliable, and takes pride in accuracy. You should be adaptable and resourceful, with excellent communication skills and a professional, helpful attitude toward colleagues and clients. The ideal candidate will be technologically proficient, quick to pick up new processes, dedicated to the role, and genuinely keen to absorb knowledge from experienced team members.

Personal Specification

Essential Requirements

• Excellent interpersonal, spoken and written communication skills with confidence in dealing with senior staff, both internally and at client organisations
• Effective organisational skills with the ability to plan, multitask and prioritise a fluctuating workload
• Advanced skills in Microsoft Outlook and other Office products with confidence in managing and organising data

Key Behavioral Requirements

• Professional demeanour at all times with a natural ability to build relationships
• Positive and enthusiastic attitude that energises the team
• Organised with a keen eye for detail
• Proactive approach with strong problem-solving skills and flexibility
• Ability to work independently with minimal supervision but happy to reach out for help when needed
• Comfortable working with a diverse range of clients, suppliers and team members across all levels of seniority

Client Communication & Relationship Building

• Handle general telephone queries via Microsoft Teams app and email correspondence
• Resolve client queries where possible or direct to appropriate team members
• Monitor and respond to chat facility on company website
• Build lasting relationships with professionals at top-tier accountancy firms

General Administration & Business Operations

• Organise courier services and maintain delivery logs
• Complete new client registration and lost client forms
• Maintain and update CRM system
• Upload e-newsletters and technical memos to the company website
• Distribute online manuals to clients via ShareFile
• Log file reviews including booking tracking, receipt confirmation and statistics compilation

Training Coordination & Event Leadership

• Process HAT course bookings from clients
• Reserve meeting and training rooms for courses
• Liaise with internal and external venues to confirm attendance numbers
• Prepare signing-in sheets and assessment materials
• Send course confirmations and joining instructions to delegates
• Prepare and distribute attendance certificates
• Arrange printing of course materials
• Manage course nominations process
• Coordinate trainable head declarations

Recruitment Support & University Partnerships

• Update online job advertisements with university partners
• Set up candidates on our recruitment system
• Invite candidates to online assessments and monitor progress
• Conduct reference checks for new starters and forward to clients
• Send invitations for Student Committee and Student Liaison Committee meetings

Financial Administration

• Enter invoice data into Excel spreadsheets
• Provide copy invoices upon client request
• Reconcile courier deliveries with associated billing

Event Management

• Organise annual client social events, including quiz and bowling competitions
• Plan and coordinate Christmas and summer party events

Meeting Support & Administration

• Take comprehensive minutes during team meetings
• Coordinate staff birthday celebrations, including cards and gifts

Specialist Administrative Tasks

• Manage quarterly and annual reporting dates
• Co-ordinate Quality Assurance questionnaires and related reviews for top 20 key accounting network

Ad-hoc Larger Projects (Growth Opportunities)

• Organise and maintain file management on shared drives
• Cleanse and update ShareFile client data
• Cleanse and maintain MailChimp database
• Cleanse manual data entries on Fibre system
• Conduct SmartSearch AML checks on all existing clients
• Support other strategic projects as required

Competitive Package & Benefits

• Salary: £28,000 per annum with growth potential
• Hours: Full-time position, 9:00 AM - 5:00 PM, Monday to Friday
• Location: Fully remote/home-based position with occasional travel into our London office when required
• Pension: Employer contribution: 5% (employee contribution: 3%)
• Holiday: 25 days annual leave (three days required to be taken between Christmas and New Year)
• Equipment: Work phone and computer provided
• Environment: Flexible, supportive working environment