Location: Swansea
Job Type: Permanent, Full-time
Salary: Dependent upon experience and qualifications
Report To: Chief Operating Officer
Staff Responsibility: None
Application Deadline: 31st March 2026
This position is central to supporting the smooth and efficient daily operations of the team. Working closely with the partners, senior staff, COO, and wider support functions, the role helps coordinate workflow, maintain high standards of client service, and ensure consistent operational delivery. Success in this role requires strong organisational skills, sound judgment, and a proactive approach to enabling the team to work effectively.
Key Responsibilities
Team & Operational Support
- Act as the first point of contact for the team inbox, responding to general queries and directing more complex questions to the appropriate colleague.
- Maintain and update the planning board, including weekly discussions with partners and senior staff to ensure work is appropriately allocated and progressing as expected.
- Oversee annual leave requests to maintain adequate capacity and client coverage.
- Coordinate and schedule performance reviews for all team members.
- Attend weekly operations meetings, keeping the COO informed of any resourcing challenges, workflow gaps, or emerging issues.
- Work closely with HR and Learning & Development to ensure the team keeps up to date with CPD, mandatory training, fit and proper forms, and other compliance obligations.
Client & Partner Support
- Follow up with clients to gather outstanding information needed to progress work.
- Liaise with partners and senior managers on debtor positions and advise credit control on the appropriate next steps, including updates to direct debits where required.
- Manage the partner’s inbox, prioritising actions and ensuring timely follow‑
- Draft new business proposals and complete KYC documentation for potential new clients.
- Send proactive marketing communications on behalf of the partner and collaborate with the marketing team on sector‑specific activities or campaigns.
- Arrange client work dates and manage travel and accommodation bookings when needed.
Financial & Workflow Management
- Provide the COO with expected monthly billing figures and updates.
- Review and manage WIP, ensuring jobs are completed and billed promptly.
- Raise and issue bills for the team, maintaining accuracy and timeliness.
- Review confirmation statements prepared by the company secretarial team and either approve for submission or escalate where further review is required.
- Review workflow reports and keep internal systems updated to reflect current progress.
- Monitor audit bank letter requests and ensure they are managed in line with deadlines.
People & Performance Oversight
- Support the team in meeting internal compliance requirements.
- Identify performance or engagement concerns early and escalate to the COO or HR where appropriate.
Skills & Attributes
- Highly organised, with the ability to manage multiple priorities in a busy environment.
- Strong communication skills and confidence working with colleagues at all levels.
- A proactive approach to problem‑solving and improving processes.
- High attention to detail, particularly in workflow management, billing and compliance.
- Strong sense of confidentiality and professional integrity.
- Comfortable building positive working relationships across functions, including HR, marketing, and finance.
Desirable Experience
- Experience within an accountancy practice or similar professional services environment.
- Familiarity with workflow management systems, billing processes, and CRM tools.
- Previous experience in an operational, administrative, or team‑support role.
Our Values
Quality
Quality drives our reputation
Being proud of our work
Personal responsibility
Exceeding expectations
Excellence
Enthusiasm
Integrity
Being accountable for your decisions, actions, and behaviours
Challenge yourself and others
Courage and authenticity
Consulting when uncertain
Professional standards (objectivity independence)
Honesty and candour in approach
Work Life Balance
Importance of teamwork to drive fairness in work life balance
Appreciation of long hours at peak times
Continuous communication
Honesty regarding capacity
Recruiting the right people
Respect the policies of the Firm (e.g., core hours)
Teamwork
Operational excellence
Compromise flexibility
Personal accountability
Innovation
Empathy/consideration for others
Working together to achieve a shared goal
Respect
Treat people the way you would like to be treated
Respect breeds a better working environment
Respecting the qualities of all the roles making up ‘our firm’
Respect and knowledge of our core policies
Gaining respect through your actions
Training and improvement of systems (avoid blame culture!)
Fairness
Sharing the work fairly (workload and learning opportunities)
Communication around deadlines
Appreciation of each other (Kudos)
Timely and constructive feedback
Being inclusive
Consistency of application
If you are interested in this position, please apply by sending your CV over to vacancies@bevanbuckland.co.uk
