Practice Secretarial Administrator

About the Role

We are looking for an experienced Practice Secretarial Administrator to join a UK accounting practice in a fully remote capacity.

This is a hands-on role covering UK client onboarding, compliance, company secretarial administration, invoicing and billing.

The successful candidate must have practical experience working within a UK accounting practice and onboarding UK clients. This is not a general administration position; candidates must understand the processes, terminology and compliance requirements associated with supporting UK accounting practice clients.

Key ResponsibilitiesUK Client Onboarding & Compliance

• Manage the onboarding of new UK clients from initial instruction through to completion.
• Gather and review client information and supporting documentation.
• Complete and coordinate AML, KYC and client due diligence requirements.
• Conduct relevant client verification and compliance checks.
• Set up new clients accurately on internal accounting practice systems.
• Prepare and manage onboarding documentation and engagement information.
• Follow up with clients for outstanding information and documentation.
• Maintain accurate and complete client records.
• Ensure onboarding processes are completed efficiently and in accordance with the firm's internal procedures.

Company Filing & Secretarial Compliance

• Assist with general company filing, registration and compliance requirements for UK companies.
• Handle or coordinate Corporation Tax registrations.
• Assist with company formations and registrations.
• Deal with clearance letters and related requirements.
• Complete and maintain relevant Companies House filings.
• Maintain statutory company information and records.
• Assist with general company secretarial and statutory compliance duties.
• Liaise with HMRC, Companies House and other relevant authorities where required.
• Ensure deadlines for registrations, filings and compliance requirements are monitored and met.

Invoicing & Billing

• Prepare and issue client invoices accurately and on time.
• Manage recurring and ad-hoc client billing.
• Understand client billing arrangements and determine appropriate billing requirements.
• Make billing decisions in line with agreed client arrangements and internal procedures.
• Check invoices for accuracy, including services, rates, VAT and client details.
• Process invoice amendments and credit notes where required.
• Monitor outstanding invoices and follow up with clients where necessary.
• Liaise with accountants and management regarding billing queries and changes.
• Maintain accurate billing records and ensure the practice's invoicing processes are kept up to date.

Client & Practice Administration

• Communicate professionally with UK clients throughout the onboarding and compliance process.
• Respond to client queries and requests promptly.
• Maintain accurate CRM, practice management and client records.
• Monitor outstanding onboarding and compliance actions.
• Coordinate with accountants and other members of the practice to ensure client requirements are completed.
• Manage multiple client files, deadlines and priorities effectively.
• Maintain confidentiality when handling sensitive client, financial and company information.
• Provide general administrative support to the accounting practice where required.

Essential Experience

• Previous experience working within a UK accounting practice – ESSENTIAL.
• Hands-on experience onboarding UK clients within a UK accounting practice – ESSENTIAL.
• Good understanding of UK accounting practice processes and client requirements.
• Experience with AML/KYC and client compliance procedures.
• Experience with UK company registrations and statutory compliance.
• Experience with Corporation Tax registration.
• Experience with company formations.
• Experience dealing with Companies House and HMRC-related administration.
• Experience with general company secretarial duties.
• Experience with client invoicing and billing.
• Ability to understand client billing arrangements and make appropriate billing decisions.
• Strong attention to detail and excellent organisational skills.
• Excellent written and verbal English communication skills.
• Ability to work independently and manage deadlines in a fully remote environment.

Software Experience

CCH experience is preferable, particularly experience with CCH by Wolters Kluwer or other CCH accounting practice software.

Experience with other UK accounting, practice management, CRM or document management systems will also be advantageous.