Facilities Admin Assistant

Roles and Responsibilities

Main Duties

  • Dealing with and supervising issues that may arise from working within the facilities department
  • Working alongside the facilities team to find solutions for any queries or issues that may come from company staff, contractors and clients
  • Discuss with the FM any concerns regarding any maintenance service agreements are being met and caried out, by the building management and external contractors
  • To cover the reception as and when required
  • Some overtime may be required for the business which will be recovered as TOIL
  • Management and organization of all storage areas ensuring they are clean and tidy at all times

 

Meeting Room Management

The Facilities department are responsible for the management of the meeting room suite – this role is responsible for the set up of meeting rooms, working closely with the Front of House Team to ensure this is a smooth operation:

  • Managing the preparation of the rooms prior to each meeting/event including the appropriate configuration of furniture meeting all required timelines
  • Carrying out checks and inspections of meeting rooms/furniture and equipment regularly
  • Reporting faults if necessary
  • Periodic descale of the coffee machines in the meeting rooms working closely with the Facilities Officer

 

Deliveries

  • Collecting deliveries/ taking collections from/to the loading bay area, which can include, copier paper, stationery, client records, soft drinks, alcoholic drinks, IT deliveries. archive boxes, ect.
  • To store all consumables into the allocated cupboards to help keep the office and storage areas tidy
  • Dealing with general stationery request from staff members and liaising with facilities team to support the business

 

Events

  • To support all events being organized by different departments in the business
  • Ensure surety are aware of access requirements for contractors for any events
  • Ensuring all paperwork is completed in good time before the event and that all requirements are actioned
  • Ensure all health and safety requirements are adhered to

 

Post

To support the post room from 1600 – 1730 each day if there are no events or other tasks to be completed as directed by the Facilities Manager

  • Opening of post deliveries, sorting, scanning and forwarding to relevant person
  • Franking the outbound post
  • Recording any special/recorded deliveries in the correct book
  • Booking overnight and international couriers
  • Ensuring post room/facility points and basement areas are kept tidy and presentable
  • Contacting staff for any parcel deliveries and recording when the staff member was contacted
  • Taking the days post to the building post room at 5pm for collection
  • Ensure the post room is tidy and getting it ready for the next working day between 1700 – 1730

 

Additional Duties as required, mainly as cover for absence

Reception

  • Providing cover to main Reception on an adhoc basis
  • Providing cover to the post room during sickness or absenteeism
  • Updating spreadsheets
  • Logging queries and errors
  • Assisting with stationery requests
  • Other duties may arise from time to time as directed by the Facilities Manager

 

You will have:   

  • Knowledge of facilities operations within corporate environments
  • Knowledge of health & safety in an office environment, professional qualification desirable but not essential
  • Experience of working in a professional services environment is desirable but not essential
  • Microsoft Office experience
  • Experience of working with a Switchboard, or ability to learn
  • Knowledge of relevant document handling systems for when cover is required

 

To succeed you will need to be/have:

  • Smart and well-presented
  • Ability to work well under pressure and adhere to tight deadlines and prioritize workload
  • Adopt a flexible approach to working practices with an emphasis on cover for other team members
  • Able to Excellent telephone manner and communication skills
  • Strong team player
  • Ability to use own initiative and be proactive

Marketing Coordinator

The Role and Responsibilities

To provide support to haysmacintyre across a range of marketing and business development disciplines. This is an excellent opportunity to join a busy, professional and highly regarded team in a role that offers exposure to a wide range of marketing and business development activities and, as such, a solid foundation for someone seeking to develop a career in professional services marketing. The role requires someone with good project management, coordination and prioritisation skills.

Business Development

• End-to-end bid management: undertaking fact finding calls with prospective clients, preparation of bid documents, creating InDesign and PowerPoint templates, presentation rehearsals
• Support campaigns through business research
• Analysing tender outcomes and producing monthly statistics

Internal Communications
• Compiling a weekly summary of marketing updates
• Intranet management and updates for the marketing and business development team page

External Communications
• Provide support to managers in the preparation and distribution of insights, articles, publications and event invitations to clients, targets and our internal audience

Events
• Fully responsible for the delivery of selected events for the corporate and not for profit sectors and selected firmwide events
• End-to-end event management and co-ordination including coordinating invitee and reply lists, issuing a communication suite via e-comms or hardcopy, preparing name badges, producing and collating delegate packs, reviewing feedback, on the day support and issuing internal communications
• Support on larger events e.g. corporate hospitality receptions
• Support with external coordination of exhibitions and conferences
• Assist with website bookings and payments for paid for events

Marketing Information Management
• Practice Engine superuser and data cleanse management

Key Initiatives
• Bid production
• Events support for corporate and not for profit events, including third-party event support
• Communications support
• CSR programme

Other Duties
• Press coverage posts via all marketing channels
• Administrative support

The Candidate

Work-Based Competencies
• Marketing and/or events coordination experience essential
• Previous bid experience is advantageous, but not essential
• Highly organized, used to prioritising workload and working to deadlines
• Proven writing skills – in web content/advertising/direct mail
• Strong proofreading/editing skills is essential
A good level of IT skills is required, including:
• Microsoft Office suite – particularly Outlook, Word, Excel and PowerPoint
• Social media – Twitter, LinkedIn
• Desirable, but not essential (training will be provided):
o Adobe Creative Cloud, particularly InDesign
o Relational databases and/or CRM systems
o Web authoring and content management tools (WordPress)

Behavioural competencies
Communication skills will be critical, including:
• Confidence: professional, articulate and able to communicate with all levels externally and internally
• Resilient, persistent, persuasive and assertive
• Ability to build good relationships within Marketing team and Office Services team to ensure events are delivered efficiently
• Ability to effectively time-manage multiple competing deadlines and stakeholders.

You will also be:
• A reliable team player liaising with all departments within the firm
• Good at building effective relationships with colleagues and partners
• Flexible on working hours in order to support the firm’s events (the firm operates a TOIL/overtime policy.)
• Proactive
• Keen to develop business development, marketing and events experience

Support Analyst

Duties and Responsibilities

  • Be the first point of contact to provide 1st, 2nd technical support for the Service Desk
  • Provide cover to the business from 08:00 – 18:00 on a shift basis
  • Accurately record all details of calls (via telephone or email) on the Service Desk application and pro-actively manage the call queue on a regular basis
  • Maintain a high degree of customer service for all support queries and adhere to all service management principles
  • Take ownership of user problems and be proactive when dealing with user issues
  • Update and maintain the IT asset database whilst ensuring a high degree of accuracy
  • Support the firm’s laptop environment with Windows 10 and Office 365
  • Application support of key business applications
  • Providing remote assistance to support staff and partners working away from the office
  • Provide support for the cloud hosted Teams telephony and collaborative system
  • Configure, deploy and support the firm’s fleet of mobile devices and printers
  • Support new and existing users in the use of the firm’s IT system by providing necessary training and advice including induction training for new staff
  • Configure and deploy desktop PCs, laptops in line with departmental deployment / moves & changes processes
  • Follow and maintain departmental procedures, such as the starter & leaver process
  • Work with the Systems Administrator \ IT Service Delivery Manager on complex problems
  • Assist the IT team with the implementation of new projects

 

Required Skills

  • 2-3 years’ experience working within a 1st/2nd line Service Desk support role
  • Knowledge of Active Directory Users and Computers
  • Knowledge of Windows 10
  • Knowledge and experience with Office 365
  • Excellent communications skills, both verbal and written

 

Preferred skills and qualifications

  • Strong networking and troubleshooting experience
  • ITIL Foundation

Trusts Senior

General Summary

You will be a member of an established team.  Primarily you will be responsible for the accounting, tax and administration of a portfolio of clients. You will need to be familiar with tax and accounting issues of trusts, estates and charities to ensure compliance. You will also need to be client facing, show willingness to work as part of a team and be able to meet deadlines.

You will be ambitious to develop your technical skills and foster good relationships with clients.

 

Key Responsibilities

  • Manage a portfolio of trusts and estate clients to ensure that agreed timetables are being adhered to
  • Maintain accounting records for UK Trust and Estates
  • Responsible for all client and professional correspondence (written and telephone) e.g. HMRC, brokers, banks and lawyers ensuring highest professional standards are met
  • Prepare management accounts for clients when required
  • Prepare annual trust and estate accounts
  • Computation of taxes for all types of trust and estates including income tax, inheritance tax and capital gains tax
  • Completion and submission of income tax and inheritance tax returns
  • Review accounts and tax returns prepared by junior staff and advise on areas for improvement and problems encountered
  • Assist members of the team with advisory projects, including in the wider private client team
  • Delegate effectively to junior staff minimising the chargeable hours spent on routine return preparation without sacrificing standards
  • Attend client meetings and prepare documentation before and after, including minutes of meetings

 

Essential Job Functions

  • Good understanding of the taxation and other compliance requirements for UK and offshore trusts and UK charities
  • Works independently to manage day-to-day activities and is accountable for work produced
  • Plans tasks effectively and monitors assignment /case budget and timelines, advising manager and client of progress (as appropriate)
  • Managing own workload to ensure deadlines are met with accuracy

 

Person Specification 

Worked Based Competencies

  • Professional services or partnership environment in a similar role would be ideal
  • A good level of IT skills required, including knowledge of CCH and trust accounts, MS Office applications
  • One or more of ACCA, STEP or CTA qualifications should have been obtained or are being studied for

Behavioural Competencies

Excellent communications skills essential, being able to communicate with all levels externally and internally

You will also be:

  • A team player
  • Good at building effective relationships with colleagues and partners
  • Strong interpersonal skills with the ability to relate well with clients

Hospice and Care Benchmarking Survey Report 2020/2021

The Hospice and Care Benchmarking Survey Report is the fourth study compiled by Haysmacintyre LLP (haysmacintyre) and Hempsons Solicitors, with the aim of sharing best practice in the sector and enabling management and trustees to assess their own structure, governance and monitoring procedures against other comparable charities.

The survey was constructed to offer a broad range of benchmarks and our thanks goes to those that participated in the study for their insights in producing this report, which we hope you find both useful, and informative.

We expanded the survey this time around to capture additional information on training provided to trustees, how risk registers and reserves policies have been adapted in response to the pandemic, what information is provided in management accounts to trustees, and to explore if there have been any changes experienced in discussions with funders.

There are areas of the survey which show that the sector continues to adopt best practice and common principles. Governance structures remain consistent with the use of subsidiaries for trading or retail operations. There is a commonality in the risks identified within the wider sector and unsurprisingly, income generation remains the highest risk on all respondents’ agendas.

COVID-19 continues to have a significant impact upon the sector, as demonstrated with 32% of respondents now including the pandemic as a key risk to the charity on their risk registers. The implications for all charities have seen revised strategy documents produced and a review of reserves policies to ensure they are still appropriate. The care sector in particular has seen very different challenges but continues to operate and provide care in difficult circumstances. Many in this survey are charities that rely heavily on fundraising income to support their charitable activities. The coming months will be a real test of both the resilience of the sector and the loyalty of those who are able to continue to support charities, as we continue to emerge from the various restrictions imposed by the Government in response to the pandemic.

Marketing Manager – Services

Marketing

  • End to end management for in-person, virtual and hybrid events
  • Research, negotiate and manage key sponsorships
    • Leverage key sponsorships which provide access to our target markets
    • Leverage events to create opportunities for relationship development/sales dialogue
    • Alongside the Marketing Managers and Head of Marketing and Business Development, create an evaluation matrix for sponsorships and apply for all relevant sponsorships
  • Responsible for the management of target lists. Ensure information is up to date with a clear action plan in place.
  • Marketing representative for service line meetings
  • Pitch relevant and topical themes for the events and communication schedule
  • Liaise with the Marketing team to ensure communications and events are executed to plan
  • Produce ROI reports for all events and communications, which are aligned to the strategy
  • Working with the Marketing Managers and Head of Marketing and Business Development, map out BD plans for the financial year
  • Budget management including an assessment of cost vs. benefit of all activity to ensure that resources are used in an efficient and effective manner
  • Supporting the Head of Marketing and Business Development on the overall marketing strategy.

Projects

  • Responsible for the service line client care programme
  • Campaign management:
    • End-to-end management of campaigns, including planning, preparations, launch and close
    • Budget management
    • Reporting on results and ROI
  • Management of the service lines key account programme
    • Working with the Head of Marketing and Business Development, implementation a plan to target the department’s key clients. Identify which are the most appropriate clients for growth and cross selling opportunities.

Bids

  • Evaluate the commercial viability of service line bid opportunities and make justified recommendations as to whether opportunities should be pursued.

Charity and Not for Profit eNews

The latest edition of our Charity and Not for Profit eNews is now available and covers the following topics:

  • Charities Act 2022: implementation plan
  • Charity Commission guidance on interim managers
  • Charity Commission: be certain in uncertain times
  • Cash couriers: updated message of warning from the charity commission
  • Ukraine crisis: increased risk for charities
  • Annual return 2022

Click the button below to download this week’s edition, or read our previous editions here.

Charity and Not for Profit eNews

The latest edition of our Charity and Not for Profit eNews is now available and covers the following topics:

  • Ukraine fundraising appeals
  • Improving data
  • The Charity Commission’s safeguarding videos
  • Cyber threat
  • HMRC tax investigations
  • The Chancellor’s Spring Statement
  • The Economic Crime Act
  • Money laundering
  • Small Charities Coalition closure
  • Red Nose Day

Click the button below to download this week’s edition, or read our previous editions here.

Aggregation of earnings

Employees will be familiar with the deduction of Class 1 National Insurance from their salary via the payroll. The employer is required to pay Class 1 National Insurance, known as secondary contributions on the salary paid. National Insurance is typically calculated based on the employee’s earnings period, for example weekly or monthly. However, it is not uncommon within the care sector for employees to have more than one employment contract with the same employer; therefore the amount of National Insurance due must be calculated based upon the aggregation of all earnings.

This can prove to be challenging for employers for several reasons:

  1. Identifying whether the employee has more than one employment
  2. Different earnings periods, for example, the employee is paid monthly for their regular employment but weekly for any bank work performed
  3. Different PAYE schemes may apply depending upon whether the salary is paid weekly or monthly

The Social Security Regulations allows employers not to aggregate earnings where, owing to the different factors outlined above, it is ‘not reasonably practical’ to do so. The lack of any statutory definition for the term ‘not reasonably practical’ is particularly unhelpful. HM Revenue and Customs (HMRC) recognises that the costs should not be disproportionate to the loss of National Insurance and the benefit entitlement, when considering how and whether the aggregation rules can be . The onus is placed upon the employer to demonstrate where it is not practical.

Employers should not proceed on the basis they will fall within the scope of the exclusion. Where employees work under more than one arrangement with the same or connected employers (for example, employers within the same group structure), consideration needs to be given to the practical steps which need to be taken to ensure the correct amount of Class 1 National Insurance is paid in the same earnings period. HMRC guidance is to calculate the contributions due by applying weekly earnings periods. This which may require ‘manual intervention’ when calculating the amounts due.

The challenge around the aggregation of earnings has commonly occurred with NHS Trusts. However, where for example, care providers have ‘bank’ staff arrangements, then it is highly likely the aggregation of earnings regulations will apply. If the arrangements across the organisation are not reviewed, there is the potential risk of incurring an underpayment of Class 1 National Insurance, mainly as a result of the employee and employer benefit from more than one lower earnings threshold.

If you have any questions about the aggregation of earnings, please contact Nick Bustin.

 

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