Administration Assistant

Imperial Recruitment Group are delighted to announce that we are working exclusively on behalf of our client to recruit an Administration Assistant in Newcastle on Permanent Basis.

This role is based in clientsNewcastle office, and you will work as part of an established administrative team, with a range of knowledge and experience. Your role will report to the Administration Manager, and you will be involved in providing administrative support to clients and all departments across the partnership to ensure a professional, consistent, and excellent administration service is provided to all stakeholders.

A typical day in the life of an Administration Assistant:

• Answer incoming calls, directing the calls as appropriate and taking and passing on messages to the relevant person if the call cannot be answered.
• Meet and greet clients on arrival.
• Make refreshments for visitors, order lunches, clear crockery from meeting rooms after use, and wipe the tables down.
• Scan incoming and outgoing post, filing in VC, and distribute incoming post to the relevant department.
• Assist with kitchen duties as required.
• Prepare and frank outgoing post.
• Accept deliveries, put stock away, and liaise with the relevant department as required.
• Undertake administration tasks including producing letters, arranging meetings, booking meeting rooms, scanning correspondence in VC including books and records, and binding documents.
• Undertake portal publishing, chasing any outstanding portal documents, scanning and ensuring all relevant documents are filed appropriately, and assisting with any portal queries.
• Send bank letter requests and client-verified transaction requests on Circit.
• Send Confirmation statement cover letters.
• Complete large mail merges as required.
• Produce engagement letters, chase outstanding engagement letters, and update Connect.
• Submit accounts to Companies House, processing of signed accounts and uploading documents into MyWorkPapers.
• Assist with ordering stationery and office supplies as and when required and keeping the Finance department aware of costs.

What are we looking for:

• Proven administration experience.
• Exceptional organisational skills.
• Have excellent written and verbal communication skills and be confident speaking to clients and colleagues face to face, over the telephone, and by email.
• The ability to check work for accuracy and have good attention to detail.
• Be able to demonstrate your initiative to solve problems.
• Be flexible and proactive in managing multiple priorities.
• Excellent IT skills, including working knowledge of Outlook, Word, and Excel.

It would be desirable if you have Business Administration NVQ L3 or have undertaken a business administration apprenticeship or the equivalent. It would be also beneficial if you had experience working in an accountancy practice in an administrative role along with experience of use of using Virtual Cabinet or a similar document management system.

If you would like to discuss this role further please contact Yaw Ankomah at Imperial Recruitment Group