Audit Administrative Assistant

Southampton, Hampshire, UK
Competitive salary + benefits
09 Jun 2021
05 Jul 2021
Approved employers
Approved employer
Contract type
Full time
Experience level
Qualified accountant

Overall job purpose

To provide a high standard of administrative support, playing an important role in the smooth running of a busy office, liaising regularly with the Audit Director and Audit Manager as required


  • Support to Partners, Directors, Managers and wider team
  • Provide secretarial and administrative assistance including comprehensive support as required for individual projects to the Partners, Directors, Managers and wider team
  • Manage diaries and arrange meetings, ensuring that bookings are achievable in terms of workload and time constraints
  • Develop a keen awareness of business impact (risk, budget and reputation) and keep the Partners and OMP appraised of anything which could put the business at risk
  • Draft letters, format documents, minute meetings and respond to external invitations. Liaise with clients as appropriate
  • Preparing, amending and sending Letters of Engagement and disengagement
  • Monitoring client identification and keeping accurate records
  • Scanning the departments letters of engagements and money laundering documents and uploading them onto CEAP
  • Assist with the maintenance of a database of client bank details for the Audit team, sending year end audit confirmations to banks and third-party investment reports for pensions. Chasing and following up the return of these confirmations
  • Assist with the co-ordination and management of the online booking system for Audit visits (Retain)
  • Preparing, formatting and production of high-level reports as required, ensuring all Firm branding is adhered to and that the reports are prepared to the highest quality for onward transmission (PowerPoint & Word)
  • Submitting accounts and other audit reports to Companies House and other regulators such as teachers’ pensions
  • Monitoring missing time posting for the team
  • Preparing Audit documents (Audit Plans/AFRs/meeting packs etc)
  • Travel and hotel bookings for the team as required
  • Co-ordinate and book team training courses as required
  • Supporting the team Exam Training Manager with student study and training course bookings
  • Organising file reviews
  • Arranging IIC & GRT checks

Business Development Duties

  • Updating business development activity on MS Dynamics (client database), ensuring that all information is accurate
  • Arranging seminars, workshops, client events, managing and co-ordinating suppliers and all event logistics (venue, catering, travel)
  • Assisting in the preparation of tender documents ensuring adherence to guidelines on RSM templates and branding
  • To act as an ambassador for RSM SW at client events, playing a key role in providing a meet and greet service to those attending whether internal or external 

Practice Management System (PASO) – Billing

  • Billing and provisioning for partners and managers monthly, as required
  • Setting up contacts/engagement codes/updates to existing client addresses etc
  • Preparing WIP reports as required

Ad Hoc Tasks

  • General administration as required including, but not limited to:
  • Providing assistance and cross office support to other service lines as required
  • Providing cover for reception and other office duties as required
  • To assist other admin team members in the day to day tasks involved in running an office

Minimum Qualifications

Candidate Requirements


  • Experience working in a similar role
  • Excellent communications skills and strong team working ability
  • Demonstrate advanced technical skills in using MS Word, MS Excel, MS PowerPoint and related programs
  • Experience of assisting on BD matters and on the preparation of pitch and other marketing documents
  • Ability to remain discreet working with confidential matters
  • Ability to manage multiple tasks simultaneously, solve problems, manage and meet the deadlines and maintain a high quality of work
  • Experience with diary and travel management
  • Possess flexibility and adaptability to manage changing work requirements and varying volumes of work


  • Experience of supporting Senior Management and/or Partners
  • Forward looking thinker, who actively seeks opportunities and proposes solutions in a timely manner
  • Experience with telephone systems, conference calling facilities and internal telephone transfers.
  • Commitment to, and enthusiasm for, client service and delivery
  • Possess a personal presentation that reflects a professional image and the values of the organisation
  • Ability to work under pressure
For further information, and to apply, please visit our website via the “Apply” button below.

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