Purpose and aim of the job  

To provide:

• Dedicated administrative support and assistance to the firm’s contract with the Smaller Authority Audit Appointments Limited (SAAA)
• General administrative support for the Not for Profit Division

Job duties and responsibilities

SAAA Administration

• Respond to emails and phone call queries from smaller authorities
• Manage the process for issuing paper copies to smaller authorities who have opted out of electronic communication
• Management of the ACCESS database
  • Receive all Annual Governance and Accounting Returns (AGAR) and input information received into the database
  • Chase smaller authorities for information not received (phone, email and chaser letters)
  • Liaising with credit control to chase smaller authorities for outstanding payments
  • File electronic copies of AGARs and supporting documentation centrally on the network
  • Attach certificates for smaller authorities declaring themselves exempt to the Virtual Cabinet filing system
  • Maintenance and update of contact details for smaller authorities
  • Management of billing runs and issuing of completed AGARs to smaller authorities
  • Update notes on relevant database records for queries raised by smaller authorities
  • Ad hoc database enquiries and tasks as required
• ProAudit files
  • Create/roll forward ProAudit files for smaller authorities requiring a limited assurance review
• Supervision of other SAAA administrative support
• Other administrative tasks as necessary for the SAAA contract

Divisional Administration

• Completion/chasing of outstanding timesheets
• Administration for new starters and leavers
• Administration of the Divisional appraisal system
• Maintenance of TOIL records on Ganttic
• Staff resourcing on Ganttic
• Monitoring and tracking of staff Job-by-Job forms
• Raising bills and monitoring billing
• Preparation of engagement letters
• Processing of information from new clients and preparation of new client forms
• Reporting:
  • Proficiency working with Excel and producing ad hoc, monthly management reports where necessary
  • Creating and monitoring any other analysis and reporting as necessary
• Other administration duties as necessary

Skills and qualifications

• 1 to 2 years of prior administrative experience
• Prior smaller authorities sector experience is desirable but not mandatory

Personal Attributes 

• Excellent organisation skills and a confident manner
• Methodical with an eye for detail and strong follow through
• Professional attitude, appearance and demeanour
• Ability to stay calm under pressure and with a “can-do” attitude
• Ability to set priorities independently
• Excellent verbal and written communication skills with the ability to exercise tact, good judgement and diplomacy
• Good time management skills
• Flexible in approach to work and willing to learn new skills
• Completes tasks on time
• Takes responsibility
• Questions existing ways of doing things
• Uses initiative

IT Skills

• Proficient in MS Office Suite; Microsoft Word and Excel