Practice Administration Supervisor

cLIHours: Full time – 37.5 hours a week    Location: Banbury, Oxfordshire, UK

Purpose of the Role:

To lead the Admin team in the provision of a range of administrative and information services to the Partners, managers and staff, and provide contact point to clients on debt collection.

Responsibilities: 

  • Respond efficiently to administration requests from all areas of the business as and when required.
  • Progress the role and those of other staff by seeking to take more advanced work from Partners and delegating more routine work to others, thereby aiding cost-effectiveness and adding to interest/ training of all within the team
  • Support Partners where required in completion of administration as and when required
  • Assist with periodic mail shots
  • Ensure productive team working through regular team one to ones, conduct performance reviews, coach and supervise the team.
  • Assist with compilation of management accounts
  • Generate reports using CCH / Drive (in house accounting system)
  • Review the performance of the credit control process and assist where required
  • Maintain CCH client database, time and fees, nominal ledger, debtors and Work In Progress.
  • Manage Purchase Ledger including, supplier management, invoices and payments
  • Manage sales Ledger, Invoicing, premium credit, credit card payments, bill request and banking
  • Investigate client statements and queries
  • Ensure the team manages timesheets, Checks and Passes, Print reports. Assisting where required.
  • Be responsible for petty cash, count, distribute, enter on spreadsheet, post to accounting system
  • Manage expenses process
  • Assist with Bookkeeping and accounting for firm accounts
  • Ensure archiving process is managed effectively
  • Other various administration duties as required
  • Assist in IT queries and liaison with third party provider where required
  • Assist in ad hoc projects and additional business as usual tasks where required.

Critical Skills and Experience Required:

  • Fully computer literate, including excellent Microsoft Office skills (Outlook, Word, Excel and PowerPoint)
  • Understanding of in house systems such as CRM, accounts systems and HR systems.
  • Excellent telephone manner with good interpersonal and communication skills
  • Ability to work on your own or in a team
  • Ability to work under pressure and prioritise work effective and efficiently
  • Flexible attitude to work patterns
  • Excellent organisation and administrative skills
  • Accurate data inputting skills and eye for detail
  • Ability to use initiative in terms of decision making

Experience Required:

Essential: Minimum of 5 years in a business administrative role

Desirable: Experience of team management

Personal Qualities:

  • Strong presence
  • Excellent communication skills 
  • Quickly builds rapport and trust
  • Highly confidential
  • Attention to detail
  • Resilient and energetic
  • Achiever and self-motivated
  • Organised
  • Creative
  • Analytical – quick thinker

Job Requirements: 

  • Live within commuting distance of Banbury
  • Work outside normal hours as required

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