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  • Practice Manager/Office Manager

    Altrincham - £DOE

    Practice Manager/Office Manager – Tax Consultancy – Altrincham (Full-time)

    Summary of Role:

    The role of Practice Manager is fundamental to the effective running of ETC Tax’s operations. As such you will assume a wide and varied range of duties, supporting the company directors with the smooth running and operation of the practice, and managing the business administration function. 

    Main duties and responsibilities:

    General administration 

    • Meet and greet clients attending the office presenting a positive and professional image of the company.
    • Answer telephone/check voicemail and pass on messages to other staff members in a timely fashion.
    • To ensure all company mail is dealt with on a day-to-day basis, including collecting, sorting, scanning and distributing incoming mail and to prepare all outgoing mail to be sent for posting using the appropriate service.
    • Scan and electronically file documents as required using the company naming and saving conventions 

    Team administration 

    • Provide administrative support to the team.
    • Provide assistance with diary management for the tax team. 
    • To organise internal and external meetings.
    • To book all company accommodation and travel.
    • Process directors’ expenses.
    • To book training courses for team members as instructed by the L&D Manager and/or the Directors. 
    • To produce the staff car parking rota.
    • To organise team away days and social events.
    • Set-up new employees with new keys, stationery and equipment.
    • Responsible for ensuring all equipment is checked and stored safely for all those employees who leave the business.
    • Work with team to identify any recurring or wide reaching IT problems and liaise with IT company to ensure those are resolved.
    • Carry out monthly audits of all archive files.
    • Monthly file spot checks.
    • Tax administration support (as required)

    Client administration 

    • Dealing with all aspects of client take-on procedures, including anti-money laundering checks, new engagement letters and initial invoices 
    • Responsible for maintaining and improving client engagement (new job forms, engagement letters, terms and conditions; assisting in seeking, implementing and maintaining a client onboarding system).
    • Set up and maintain client and matter records on the practice management system

    Office management

    • Manage meeting room calendar and ensure meeting rooms are maintained and set-up as required.
    • Maintain offices to a high standard, ensuring any maintenance or repair work is undertaken 
    • Manage and organise office cleaning.
    • Liaise with the business’ landlord(s) with regards to their obligations.
    • Organise annual fire equipment service and PAT testing.
    • Overall responsibility for H&S in ensuring the office is well maintained and a safe environment in which to work
    • Maintain the first aid kit and regularly check to ensure this is appropriately stocked
    • Ensure office supplies, stationery, and consumables are always available to meet the needs of the practice.

    Practice management

    • Responsible for monitoring and maintaining the business systems and identifying opportunities for business improvement.
    • Liaise regularly with Tax Team to identify additional areas in which the Business Administration Team can support them. 
    • Maintain effective records of precedent documents such as client engagement letters and advice letters.
    • Responsible for costs within Business Administration and work with the FD in relation to the budget and cost reduction / management.  Identify cost savings within Business Administration.
    • Management of all supply contracts including retendering at appropriate times.
    • Responsible for firm insurances (including PI, Cyber and Office Essentials).
    • To negotiate new contracts with suppliers as directed by the Managing Director. 
    • Manage office capacity and identify timing and location of additional office space.
    • Ensure appropriate cover across Business Administration at all times.
    • Follow up completed jobs to ensure relevant precedents are produced and knowledge shared.
    • To manage the company’s AML policies and procedures and to keep the same up to date and ensure all staff receive the training they need on this.
    • To ensure the firm complies with the requirements of GDPR and other data protection legislation.

    Person Specification

    Skills

    • Professional 
    • Conscientious
    • Willingness to take on a wide range of duties
    • Good organisational skills and ability to manage multiple deliverables simultaneously
    • Ability to prioritise and manage own time
    • Self-starter 
    • Proactive approach to own role – able to make suggestions to improve process and increase efficiency – not afraid to challenge 
    • Able to adapt to change
    • Excellent verbal and written communication skills
    • Keen eye for attention to detail
    • Must be able to demonstrate a ‘can do’ attitude’ and show initiative and good problem-solving skills.
    • Tenacious.

    Experience

    • Experience working in a busy office environment, (ideally in the legal or accountancy sector, although this is not critical)
    • Computer literate with a good all-round knowledge of Microsoft office, including Word and Excel in particular.
    • The ability to deal with confidential and sensitive information effectively with tact and diplomacy.
    • Business administration, CIPD or CIM qualifications may be advantageous but are not required 
    • Touch typing & shorthand would be useful, but not essential.

    Further details

    Hours of work: Full-time; either 9am-5:30pm or 9:30pm-6pm Monday to Friday

    Location: Altrincham. Note – the role is office based. (We have a full Covid risk assessment in place and are operating within government guidelines). 

    Salary: Market rates; salary commensurate with experience

    To apply: Please upload your CV and cover letter outlining your suitability for the job to via the ‘apply’ button on this page, alternatively you can send via email to careers@etctax.co.uk. The deadline for applications is 14th June 2021. 

    Practice Manager/Office Manager Application

    Job Application Form

    Please provide a cover letter or summary of application in alongside your CV.