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.
- 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
Essential: Minimum of 5 years in a business administrative role
Desirable: Experience of team management
- Strong presence
- Excellent communication skills
- Quickly builds rapport and trust
- Highly confidential
- Attention to detail
- Resilient and energetic
- Achiever and self-motivated
- Analytical – quick thinker
- Live within commuting distance of Banbury
- Work outside normal hours as required
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