Finance Administration Assistant

Location: Norwich
Office:Norwich
Discipline: Finance
Contact name: Charlotte Jarman

Contact email: charlotte.jarman@mills-reeve.com
Contact phone: 01223 222272
Vacancy reference: 017710
Published: about 2 months ago
Duration: Fixed term to 31 May 2023
Closing date: 23 August 2022
Startdate: Ideally August/September 2022

The role

Reporting to the Finance Operations Team Leader, this role is responsible for providing administrative support to the firm’s busy Finance Team to cover a period of absence.

 

The person

This role requires someone with previous administration experience who is computer literate and able to thrive in a busy environment with a proven track record of delivering excellent client service. Some experience within a Finance Team or within a role which involves elements of finance would be useful but is not essential.

 

Given the nature of this role, it is likely that your background and experience will include: 

  • an education to GCSE (or equivalent) with strong results in English and Maths;
  • a good working knowledge of Excel and Word;
  • work experience in a role with a level of independence and responsibility; and
  • office based experience within a busy and fast paced team.

 The role requires someone who:

  • can demonstrate taking ownership of work and problem solving;
  • is able to manage their workload with limited supervision;
  • is logical and systematic in their approach and able to complete tasks within agreed timeframes;
  • has strong attention to detail; and
  • is confident in building sustainable relationships with colleagues across the organisation.

The activities

Business and Operations support

  • undertake regular system administration tasks such as updating client records;
  •  take responsibility for file closing ensuring this is completed in accordance with firm procedures;
  • support the Procurement Team in helping to manage their contracts and cost reviews;
  • assist the Purchase Ledger Team to triage requests, scan documents and support deferred tax work.

Credit Control support

  • produce credit control letters and statements, ensuring they are sent to clients in a timely manner;
  • provide administrative support for debt recovery, to include preparing Letters Before Action, applying for searches and assisting in other administrative tasks;
  • triage emails in the central Credit Control inbox, updating credit control notes and sending copy invoices to payers where required.

Billing support

  • ensure WIP notes are added where appropriate;
  • support the team in ensuring that invoices are dispatched in a timely manner to payers; and
  • work with the team to chase for proformas.

Team support

  • scan and file relevant documents for the team as required;
  • as required, organise meetings, including diary management, creating agendas and arranging refreshments and, on occasion, attend these to provide notes of the meeting which should be distributed to all relevant members of the team; and
  • support the team to ensure all general administration tasks are completed in a timely manner, for example the firm’s annual rate review letters.

Pre-employment screening

Please note that, in the event that we make an offer of employment, we will conduct pre-employment screening that includes checks relating to your professional and academic qualifications, references from previous employers, your eligibility to work in the UK and any disciplinary history recorded with the Solicitors Regulation Authority (SRA). You will also be required to complete a self-declaration to access your character and suitability.

 

Disclosure and barring service check

This post is also subject to a satisfactory response from the Disclosure and Barring Service (DBS) to check for any previous criminal convictions.

 

The Mills & Reeve Business Services career structure

 We have a firm wide Business Services career structure and a published career progression framework.  Within the firm wide career structure there are five career levels.  For the purposes of the framework, this role is at an Administrator level and the role profile that details the outcomes and activities expected of across the firm is included with this job description.  Further information on the firm’s Business Services career structure is available as part of the interview process.