Secretary / Receptionist

Secretary / Receptionist
Tunbridge Wells
Hours: 9-5pm, Monday - Friday - Permanent, Onsite.

Salary and Benefits: c30,000 per annum + 25 days holiday + Bank Holidays, Private Medical Insurance, Death in Service, Pension, Xmas close, Parking and Team/Social events.

Our client, a prestigious accountancy practice, is seeking a dynamic and professional Secretary / Receptionist to become a vital part of their team. This role offers an exciting opportunity to provide top-notch reception and secretarial services while supporting a talented group of partners, managers, accountants, and clients. If you thrive in a fast-paced environment and enjoy delivering exceptional administrative support, this position is perfect for you!

As a Secretary / Receptionist, your day-to-day activities will include:

Reception & General Administration:

• Answer and direct incoming calls, ensuring messages are taken and passed on efficiently.
• Receive, date-stamp, scan, and distribute incoming post with attention to detail.
• Scan and accurately file invoices and correspondence.
• Maintain organised electronic and paper filing systems to support smooth operations.
• Provide general administrative support as required, ensuring the office runs seamlessly.

Emails, Diary & Meetings:

• Monitor and promptly action incoming emails and notifications.
• Manage appointment and meeting-room requests, checking availability as needed.
• Forward correspondence and information to the appropriate team member, ensuring effective communication.
• Maintain partner reminders and manage diary-related administration with precision.

Correspondence & Documents:

• Prepare and issue client correspondence, letters, and essential documents.
• Draught correspondence for HMRC and Companies House, ensuring compliance and accuracy.
• Produce fees, VAT receipts, and statements of account for clients.
• Save important correspondence and documents to the correct client files, maintaining confidentiality.

Engagement Letters:

• Prepare engagement letters based on partner and manager instructions, ensuring clarity and professionalism.
• Update job records and client files throughout the process, maintaining accurate records.
• Save completed and signed engagement letters appropriately to ensure easy access.

Tax & Client Administration:

• Update records following the submission of Self-Assessment Tax Returns, ensuring accuracy.
• Prepare and issue signed tax return documentation as required.
• Maintain client deadline lists, checklists, and job records diligently.
• Assist with Corporation Tax payment reminders and account filing deadlines, liaising with clients when necessary.

Companies House Administration:

• Monitor Confirmation Statement deadlines and flag actions required proactively.
• Prepare, track, and file relevant documentation, ensuring compliance.
• Liaise with managers and partners regarding amendments and approvals, maintaining clear communication.
• Update job records and tracking sheets, accurately recording time as required.

Fees & Client Payments:

• Produce and send VAT receipts for Direct Debit and Standing Order payments efficiently.
• Process VAT receipts received by email or client portals, maintaining accurate records.
• Ensure accurate records of fees, payments, and client information are kept up to date.

Ideal Candidate:
The successful candidate will demonstrate:

• Strong organisational and communication skills.
• A keen eye for detail and the ability to multitask effectively.
• Proficiency in Microsoft Office / IRIS and experience with office administration.
• A friendly and professional demeanour, with a passion for customer service, happy to be based on a reception as well as support 2 Partners within the team.

To apply, please submit your CV and a cover letter detailing your relevant experience.

This role is being managed by Debbie Foster - Office Angels - (phone number removed)

We use generative AI tools to support our candidate screening process. This helps us ensure fair, consistent, and efficient experience for all applicants. Rest assured, all final decisions are made by our hiring team, and your application will be reviewed with care and attention.

Office Angels is an employment agency. We are an equal opportunities employer who put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, abilities and more. We do this by showcasing their talents, skills and unique experience in an inclusive environment that helps them thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

Office Angels is an employment agency and business. We are an equal-opportunities employer who puts expertise, energy and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, abilities and more. By showcasing talents, skills and unique experiences in an inclusive environment, we help individuals thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.