JOB TITLE: Office Administrator REPORTS TO: Joanna McGovern
DATE COMPLETED: July 2025 LOCATION: 12 Old Bexley Lane
HOURS: c.20 per week, flexible but expected to be in the office every weekday
PAY: Full time equivalent around £28,000pa depending on experience, plus benefits of pension, WPA wellness plan, and death-in-service cover after probation.
Background: Brendan P Byrne and Co Ltd and Red Gondola Ltd are trading companies operating from the Tax Practice offices in Bexley, Kent.
Job purpose and scope: The practice in Bexley has c.600 clients who all require tax compliance services, including book-keeping, accounting, tax returns, payroll and vat. In the main these are small local business. The office needs general all round support from an experienced administrator, to assist the directors and other members of the team to provide these services.
Role specific accountabilities:
General Office Duties:
▪ act as receptionist, greeting clients and other visitors
▪ answer incoming telephone calls and manage client expectations in terms of their queries or escalate as necessary
▪ keep a track on incoming emails, in particular those to the shared inbox and ensure all queries are handled or escalated
▪ keep the office in good order: updating of work progress, ordering stationery, filing, returning client records
▪ writing letters, in particular to communicate professionally with clients and HMRC & send outgoing mail
▪ diary management, holiday/deadline planning, appointment/zoom scheduling for directors
▪ update internal databases and HMRC gateways for client information in accordance with GDPR protocols
▪ set up new client files including preparing letters of engagement, HMRC forms, performing risk assessments, credit checks and anti-money laundering procedures
▪ open post, date stamp, scan, file and act thereon where possible or distribute as directed
▪ develop a good understanding of policies, procedures and make suggestions for process improvements
▪ be respectful of client’s records, keep order of work flow, be orderly and keep all data confidential, be vigilant with all data to ensure details are not overlooked, misused or mislaid, and returned complete
▪ any other ad hoc duty as requested
Specific Tax and Accounting Practice Related Duties:
▪ to operate and accurately maintain the client database, tax and accounts production, payroll and various accounting software packages in use
▪ send finalised documents to clients for approval, monitor responses in a timely fashion, chase where necessary, submit documents to the appropriate authorities using the system tools, monitor responses and updates.
▪ raise sales invoices (both adhoc and recurring), set up and maintain payment collection via DD, BACs and credit card, monitor incoming payments and chase unpaid invoices where necessary.
▪ assist clients with their obligations to meet compliance deadlines in particular with paying tax and maintain the public register
▪ use Excel to produce or extend analysis and spreadsheets produced in-house or by clients
▪ set up new Companies, maintain clients statutory records and input data onto Companies House
▪ register clients for new tax services such as VAT or PAYE using on-line forms
▪ input and check data on HMRC online systems, calling and querying where necessary
▪ be responsible for updating progress boards/lists/tasks, monitoring priority upcoming deadlines, rescheduling workload where needed
Attributes
A team player with a self-confident approach with smart business-like presentation
Helpful, patient, cheerful attitude
Organised, neat and accurate worker
Able to meet deadlines & work under pressure
Confidential, ethical, polite and respectful personality
Self-motivated with the comfort to work alone
Essential criteria
2 A levels or the equivalent, 4 GCSEs, including English and Maths
Highly proficient in Microsoft packages particularly Outlook, Word and Excel
Minimum 4 years’ work experience in a front facing office environment
Understands, respects and meets the needs of diversity and takes health, welfare and safety seriously
Desirable criteria
Understanding of cloud based IT packages
Previous use of tax return software packages such as TaxCalc
Work experience in an tax / accounting practice environment
Knowledge of accounting software package such as QuickBooks
Other:
This role will be subject to satisfactory references and a probationary period of 6 months.