Audit Administrative Assistant Profile

Grade: Level 2

Job purpose: Under the direction of an Auditor, the Audit Administrative Assistant will work as directed to ensure the efficient day to day operation and functioning of the Audit Service.

Supervision:  None

Job outline:

1.         REGISTRY DUTIES

• Deliver outgoing mail to Government departments/audit clients in the Jamestown area as may be required.

• Deliver and collect mail from the Post Office when required.

• Circulate float files and relevant correspondence to audit teams as necessary.

• Clear trays of audit teams every two hours.

• File all correspondence.

• Maintain files, where necessary archiving older materials or opening new files as required.

 2.         ADMINISTRATIVE DUTIES

• Support Audit Teams, by photocopying documentation, preparing spreadsheets, etc.

• Maintain the fire register and the next of kin register.

• Bind reports and prepare documents for dispatch.

• Complete returns required by HR or other departments (for example staff vacancies).

• Ensure records of Legislation and Regulations are kept up to date and easily accessible

• Manage the office library and archives.

• Take minutes at monthly staff meetings, recruitment interviews and other meetings.

• Manage the input of data onto the time recording system.

3.         ACCOUNTING DUTIES

·         Research and obtain quotations for office supplies (for example; furniture and stationery).

• Ensure that there are adequate stocks of stationery. Place orders as necessary.  

• Raise requisitions, local purchase orders, overseas orders as required.

• Raise invoices for clients following the completion of audits and follow up payment.

• Initiate all changes to payroll and raise all payroll documentation

• Raise bank transfers, payment and journal vouchers.

• Maintain the Vote Service Ledger (VSL).

• Carry out quarterly reconciliation of VSL with Finance.

4.         AUDIT DUTIES

·         Follow up with SHG management on outstanding recommendations and produce a summary report for the attention of the Audit Committee through the Internal Audit Manager on a quarterly basis.

5.         RECEPTION DUTIES

• Greet all visitors to the department.

• Answer main telephone (and telephones at unmanned desks.)

• Maintaining the reception area to present a professional standard.

6.         INVENTORY CONTROL

• Perform periodic checks of Inventory equipment, initiating update or amendment of inventory as necessary and reporting discrepancies to Audit Management Team.

7.         HEALTH AND SAFTEY

·         Ensure a safe working environment is maintained.

·         Liaise with the Fire Service for any updated practices and arrange bi-annual fire drills.

Physical and financial assets:

Under the supervision of the IT Manager, maintain IT equipment.

Special Conditions: None

Qualifications and experience:

The individual must possess these skills and abilities, or explain and demonstrate that s/he can perform the essential functions, with or without reasonable accommodation, using some combination of skills and abilities.

The Audit Administrative Assistant is required to have:

·         achieved good GCSE or equivalent qualifications in English and Mathematics;

·         an aptitude for figures;

·         clerical experience;

·         good IT skills;

·         customer care.

It is preferred that the Administrative Assistant should have achieved:

·         At least 3 months of clerical experience, at least 6 months being within an administration and accounts environment.

Person Specification:

Knowledge

• Clerical abilities

• Basic awareness of the audit function.

Skills / Aptitude

• Aptitude for figures – and spreadsheet competence for maintaining the Vote Service Ledger.

• Communication and customer care skills.

• Ability to be creative and use their own judgment.

• Ability to prioritise work, reliable under pressure.

• Computer literacy with Microsoft Office skills in Excel, Word and Outlook
   

Qualifications / Training

Required: A good GCSE grade or equivalent in English and Mathematics

Contacts/Relationships

            Required:

·         To act as first point of contact for SHG personnel (at all levels) councilors and external clients (Accounts Managers and Clerks) on an ad hoc basis.

·         To liaise with Finance Accounts and Administration for any accounting issues on a regular basis.

·         To liaise with local and overseas suppliers for any procurement on a monthly basis.

·         Provide information to SHG personnel (at all levels) for any admin issues on a monthly basis.