Job Purpose
The purpose of the Admin & compliance function is to provide support to the Recruitment Team, Accountancy Team and Trevellyan Insurance; with recruitment this requires timesheet processing and compliance. In doing so Recruitment Admin handles all timesheet processing/queries & liaises with all candidates in obtaining all documents that are required to make candidates compliant in relation to all MSP requirements. In terms of timesheet processing this function helps to maximize the companies’ weekly profits by chasing candidates for outstanding timesheets. In terms of compliance this function helps to ensure that the company has all the necessary candidate documentation when an MSP informs us they would like to carry out an audit. In regards to the Trevellyan team, this is support function in all elements of credit control and payments to the insurers. In reference to Accountancy this is a support role to accountants and clients in offering good customer service and administration in support of our accountancy services
Job Responsibilities & Performance Standards – Payroll /Timesheets
- Downloading candidate timesheets
- Complete a Master Control Sheet
- Input candidate timesheets into Green Pelican
- Process AWR changes & placement extensions
- Advise payroll of any potential “Fast Payments” authorized by senior management
- Produce a weekly payment schedule report
- Create vendor adjustment forms
- Conduct a handover to Payroll every Wednesday
- Provide payroll with details of who to pay
- Amend charge rates when councils advise of changes
- Ensure control sheet is accurate and audit margins to ensure we are being paid correctly
- Provide payroll with details of Ltd Companies Vat
- Teaching candidates how to submit timesheets on the online portals
- Taking calls from candidates who have queries
- Raising invoices for fees that are due for Permanent Placements
- Reconcile bibby and ensure that all monies are allocated
- Zero reconciliation for CBR
Job Responsibilities & Performance Standards – Compliance
- Chasing candidate references
- Run compliance reports weekly
- Ensure baseline report is correct weekly
- There is no backlog on compliance
- Task Management through the Hubspot system
- Record history of each candidate
- Providing references for previous candidates
- Sending out registration documents
- Chasing up outstanding registration documents
- Request all required compliance documents from candidates
- Chase candidates for any outstanding documents
- Take candidates through the “Working For Carrington Blake” document
- Creating & sending out PAYE, Umbrella, Ltd & 3rd Party Ltd contracts to candidates
- Provide a detailed compliance report to Management on a weekly basis
- Deal with audits when they are requested by MSPs
- Scan all documents into the relevant candidate files on the company shared drive
Job Responsibilities & Performance Standards – General
- Conduct 1-2-1 with the compliance team
- Monitor the team in line with SLA’s
- Monthly Team meeting
- Chase references for internal employees
- Complete contracts for all divisions and make sure contracts go to managers for internal staff
- Provide Consultants & Management with a weekly Starters & Leavers report
- Provide Consultants & Management with a Potential Leavers report at the beginning of each month.
Job Responsibilities & Performance Standards – Trevellyan Insurance Services
- Check bank statements daily for payments due in to the company from clients, finance companies and insurers
- Diarise & chase payments with clients – 7 day SLA for payments
- Ensure that all receipts and payments are placed in the credit control system
- Reconcile all transactions with the credit control system
- Ensure all insurance companies are paid at the end of the month via the statements
- Ensure all statements are confirmed as correct and signed off
- Prepare the payment run for senior management to transfer the payments to insurers
- Run weekly Age debtor reports to ensure that we are fully paid from clients analysis
- Weekly, monthly reporting for senior management.
Job Responsibilities & Performance Standards – Accountancy Services
- Carry out client customer service and administration calls.
- Professional communication skills on phone and via email (articulate and clear)
- Client file and database & Software management; ACT, SPS,
- Ensure accurate and up to date client account files and database are kept.
- Collating supporting documents and financial data in for accountant’s service delivery.
- Carryout credit control duties to ensure payments received for CBA services.
- Invoicing for client services delivered in support of credit control.
- Exceptional attention to detail and numerically accurate.
- Organized and able to multitask administratively Good time management
Skills
- Numerate
- Proficient in MS Excel & Word
- Experience of working with databases
- Pleasant telephone manner
- Experience of handling customer complaints / queries
- Ability to work under pressure / meet deadlines
- Highly organized
- Prioritise workload
- Good organizational skills
- Efficient typing skills
- Have a positive can do attitude
- Confident & Persistent
- Willingness to help
- People management skills
- Confidently and professionally communicate at all levels and liaise with managers and clients.