PA/Secretary to Director

Company Description

Watson Associates, Accountants, have been in business since 1957 with offices in Hailsham and Brighton. They take an innovative and dynamic approach to advising businesses of all sizes throughout Kent, Sussex, and beyond. With eleven Directors and dedicated teams, Watsons strive to move businesses closer to achieving their goals by adding value with their professional services.

Role Description

This is a full-time hybrid Secretary/PA role at Watson Associates. The role is primarily located in Hailsham but allows for some remote work. The Secretary/PA will be responsible for personal assistance, executive administrative assistance, communication, diary management, and clerical skills.

Qualifications

• Personal Assistance and Executive Administrative Assistance skills
• Strong communication skills
• Diary Management and Clerical Skills
• Experience in providing secretarial or administrative support
• Ability to manage multiple tasks efficiently
• Proficiency in MS Office applications
• Excellent organizational abilities
• Previous experience in a similar role in the financial or professional services sector is a plus

Job Summary

THE ROLE: An excellent opportunity has arisen for a Personal Assistant/Secretary to

work with one of our established directors and will be based in Hailsham.

Job Specification – PA to Director

1. Secretarial function to Paul/Tina

2. Billing – On Account, PAYE, Other billing

3. Confirmation Statements

4. Other Duties

1. Secretarial Function

– General admin including typing and maintenance of correspondence.

– Appointments and diary maintenance.

– Setting up new clients/companies:

– Completion of new client form for central MYOB database

– Setting up/completing data input for all new clients.

– Anti-Money Laundering requirements, including researching ownership

and flagging up if enhanced checks required including saving copies of relevant AML ID

– Monitoring engagement letters and chasing if these are unsigned

– Maintaining central database and chasing missing information

– Complete Risk Assessment forms.

– Sending New Client Form to Internal Accounts Dept

– Sending clearance to Previous Accountant – if applicable

– Co-ordinating the sending out of final accounts and tax returns to clients, preparing fee, producing management representation letters and AGM minutes as required and preparing covering email/letter. Uploading to Signable for signature.

– Completing the process for recording signed accounts and sending PDF copies to the client. Producing and sending bound copies as required to the client and sending abridged copies to Companies House (when not filed

online).

– Management of IRPC claims inc. preparation of budget requests, monitoring HMRC deadlines, raising invoices and tracking payments from CCH and client (VAT element)

– Daily scanning and then forwarding of correspondence to clients, plus saving on client correspondence folder if required.

– Quarterly newsletters, budget reports and ad hoc mailshots.

– Annual mailing of IRPC fee protection insurance, followed by reminders

– Maintenance of contacts in Outlook

– Maintenance of database

– Updating change of address’s – On Iris, Companies House, HMRC, Digita, N Drive and Outlook.

2. Billing – On Account, PAYE

– Prepare On Account fees

– Prepare PAYE quarterly fees

– Produce and send bills for selected clients using Xero

– All other fees as and when required

3. Confirmation statements

– Create and send out Confirmation Statements checking that Digita agrees with Companies House

– File Confirmation Statement once received back from the client signed

– Chase money in for the filing of the Confirmation Statement.

4. Other duties

– Access, print and save Dun & Bradstreet reports as requested.

– Undertake land registry (title deed) searches as required.

– Send out statements monthly by post and chase 2 weeks late by email.

– Complete Premium Credit agreement forma as required.

– Provide cover for reception occasionally to cover holiday absence and sickness.

THE CANDIDATE: The successful Personal Assistant/Secretary should have the following skills and experience:

– Excellent administrative and organisational abilities

– A minimum of 3-5 years’ relevant experience working in a similar role

– Enthusiasm and ability to provide proactive support to the Director

– Ability to influence and achieve positive outcomes working with individuals and managers

– Ability to manage competing priorities and work to deadlines

– Exceptional communication skills, both written and verbal

– Expertise in Microsoft Office including Word and Outlook (Excel would be a bonus)

Salary

£30,000-32,000 depending on qualifications and experience