Office: Bedford
Office hours: Monday to Friday 9am – 5.30pm
Department/Section: Admin
Reports to (Job Title): Managing Partner
Salary: Competitive package and mileage allowance
Job overview:
Robinson & Hall is a long-established and forward-thinking regional firm, offering a broad range of property services. An opportunity has arisen for the right person to join the Administration team. You will manage a team of two other Account Administrators and be responsible for organising and implementing the administrative and operational activities of the firm to facilitate the smooth running of the company.
Main purpose of job:
To manage the administrative and back office operational activities of the firm to facilitate the smooth running of the business.
Key responsibilities:
- Finance. Supervising the accounts department, production of financial reports and budgets, credit control and monitoring cash flow.
- IT. Managing the firm’s information and communications systems in conjunction with outsourced support. Administration of the firm’s practice management, accounts, property management and other systems.
- Insurances. Co-ordinating and overseeing the insurance requirements of the business including office, motor and professional indemnity insurances.
- HR. Maintaining personnel records, dealing with the administration of holidays and sick leave, and assisting in the recruitment and induction of new staff and with staff training and development.
- Facilities management. Managing the firm’s offices at Bedford and Buckingham including waste disposal, office equipment, utilities, etc.
- Quality assurance. Ensuring the Quality Management System is kept up to date, identifying and implementing policy and procedural changes, managing internal audits.
- Health and safety. Ensuring the firm complies with all health and safety requirements and assisting in identifying health and safety needs across the business.
- Complaints. Managing the firm’s complaints handling system and dealing with complaints.
- Suppliers. Managing supplier relationships and accounts.
- Regulation & compliance. Ensuring compliance with applicable regulations such as GDPR and anti-money laundering and the requirements of regulatory bodies (RICS, FCA).
- Partnership administration. Arranging and minuting partners and other management meetings and implementing actions arising.
- Administration. General office administration across the practice to provide administrative and operational support to the business as required.
- Miscellaneous. Carrying out any other duties as reasonably requested by the partners or other managers to ensure the smooth running of the firm.
Essential Requirements:
Knowledge and experience of:
- Administrative and office systems
- Management accounts and accounts systems
- Management of IT and communications systems (non-technical)
- HR administration
Ability to:
- Work as part of a team
- Manage a small team
- Deal with and tackle a range of issues and problems
- Demonstrate initiative whilst working within guidelines
- Work under pressure
Skills:
- Good levels of literacy and numeracy
- Good verbal and written communication skills
- Good IT skills including Microsoft Office
- Good interpersonal skills – ability to deal with and motivate people at all levels
Other:
- Willingness and ability to occasionally work outside of usual office hours
- Willingness and ability to occasionally travel to other offices
Desirable Requirements:
Knowledge and experience of:
- Quality management systems and auditing
- Facilities management
- Professional services environment
- Health and safety administration
- Office and business insurances
- Relevant professional qualification, eg accountancy
To apply please email your CV and covering letter to Stephen Home on swh@robinsonandhall.co.uk
