Administration Assistant - Audit & Assurance and Accounting & Business Services

Role Summary

To provide comprehensive, confidential and professional administration assistance to the Directors and Managers.

Core Responsibilities


·         To maintain and provide a support service for the Directors’ daily schedule, including planning workload, diary management and coordinating and collating all relevant paperwork;

·         To set appointments and meetings for the Directors as requested, including regular one to one meetings with direct reports;

·         To service meetings, including preparation of meeting papers, obtaining and preparing briefing materials and presentations and taking minutes when requested/necessary;

·         Respond and advise efficiently to all electronic or verbal enquiries for the Directors and Managers, using own initiative;

·         To collect and compile client due diligence (CDD) in respect of potential clients and to liaise with the Group Compliance function to ensure suitability of clients for acceptance;

·         To work with the CDD remediation team for audit, local business and tax clients in collection, compilation and updating of CDD;

·         Monitoring workflow;

·         Setting appointments for audit/accounting work with clients

·         Updating the team planning schedule;

·         Producing reports on work in progress and recoverability on jobs;

·         Preparing first draft billing reports;

·         Raising bills to clients (on manager/director instruction);

·         Monitoring individual billing against budget;

·         Monitoring debts and regular follow up with debtors to secure recovery;

·         Liaising with the Group Finance function on formal recovery of unpaid debts;

·         Producing engagement letters, client communication letters, bank confirmation requests and audit circularisations on a scheduled basis;

·         Preparing first draft budgets for key assignments as directed by Managers;

·         Liaise effectively with other group companies/directors and external organisations on behalf of the Directors;

·         To advise the executive directors and managers of impending work deadlines for both internal and external commitments e.g. reports, presentations, conferences, projects;

·         Ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of Moore Stephens Audit & Assurance (Jersey) Limited;

·         Ensure the smooth flow of information around the Directors and  managers (and, where appropriate, the rest of the team), including action monitoring to achieve deadlines and project milestones;

·         Plan and coordinate corporate training events;

·         Coordinate expense claims for the Directors, to include submitting claims with relevant receipts to the group finance function;

·         To plan and implement hospitality arrangements, internal and external, in including liaising with group administration on provision of hospitality for visitors to the office;

·         Provide a confidential and efficient filing system for the Directors and Managers;

·         Organise travel arrangements and conference bookings for the Directors and Managers; and

To execute any other duties appropriate to the role as directed by the Directors.

Technical / Professional / Qualifications / Requirements

·         Understanding of office administration;

·         Knowledge of office management systems and procedures; and

Proficiency in operational platforms, e.g. Microsoft office.

Person Specification

Client: Client focus, driven to deliver a quality service

Company: Has a commercial outlook, follows procedures, appreciation of risk, demonstrable aptitude for learning.

People: Collaborative, team player, strong communication skills

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