Job Vacancies at D V Marlow & Co

Job Title: Practice Administrator

Location: 72 West Street, Portchester, near Fareham, PO16 9UN (office-based)

Company: D V Marlow & Co Limited

Job Type: Full-Time / Part-Time (30 hours+). Permanent.

Salary: Negotiable (dependent on experience)



  • Small, friendly team
  • Possible progression to combined admin / bookkeeping role
  • Free car parking
  • High-street location
  • Free tea and coffee, and use of kitchen facilities


About Us:

D V Marlow & Co is a dynamic, family-run accountancy practice dedicated to providing exceptional service to our clients.

Our friendly team offers high-quality, professional accounting and taxation services to a range of clients. We support a variety of businesses from individuals and solopreneurs to large businesses with a turnover of several million.

We work as a trusted partner to make clients’ lives easier, allowing them to realise their full potential and reach their financial goals.

We’re looking for a motivated and skilled Practice Administrator to join our team. The ideal candidate will be proactive, detail-oriented, and possess excellent organisational skills!

We pride ourselves on our supportive family values, so full training and a thorough induction will be provided.


Ideal Candidate Traits:

  • Welcoming and friendly demeanour.
  • Excellent customer-service skills.
  • Confident communicator.
  • Takes instructions well and executes tasks efficiently.
  • Proactive and demonstrates great initiative.
  • Quick learner with a positive attitude.
  • Demonstrates high levels of accuracy and attention to detail.
  • Highly organised and responsible.
  • Trustworthy and reliable.

Technical Skills / Experience:


  • IT literate, with strong skills in Excel
  • Proficiency in using CRM software.
  • Customer service experience, including excellent telephone manner.
  • Ability to accurately follow established procedures and suggest improvements.
  • Ability to learn new systems and procedures quickly and effectively.


  • Experience in using accounting systems such as QBO / Xero.
  • Experience in database management.
  • Experience working in an accounting or other professional services firm a bonus.

Key Duties / Responsibilities:

  • General reception desk duties such as answering telephones, dealing with daily administrative tasks, greeting clients, and maintaining a positive and welcoming attitude towards clients and colleagues throughout.
  • Fielding enquiries from clients and prospective clients, via email, telephone, or web form, providing exceptional customer service, and ensuring client satisfaction.
  • Organising and managing administrative tasks (both regular and stand-alone), and related diary management, to ensure smooth running of the office.
  • Learning about and using the firm’s practice management (CRM) system accurately and efficiently.
  • Managing new client onboarding, and maintaining existing client records in various systems, with a high degree of attention to detail.
  • Scanning client records, and using receipt-capture software efficiently to prepare work for the bookkeeping team.
  • Managing client billing (regular and ad-hoc), liaising with Client Managers.
  • Assistance with maintaining the firm’s own bookkeeping records by entering invoices into software accurately.
  • Assistance with the firm’s monthly credit control process (including contacting clients with gentle reminders), and setting up customer direct debit payments.
  • Demonstrating proactive behaviour and taking initiative in making suggestions for improvements in systems and procedures.
  • Handling tasks with a high degree of trustworthiness and reliability, including banking.

Preferred Qualifications:

  • Experience and / or qualification in Microsoft Excel and Word is essential.
  • Possession of a valid driving license is preferred.

How to Apply:

If you are ready to take on the challenge and feel you meet the requirements and qualifications listed above, please send your CV and a covering letter detailing your relevant experience, and why you would be a great fit for our team to:

Application Deadline: Friday 21st June 2024 (although we may close the position sooner if the right candidate has been found).

Start date: To ensure a handover from our current Practice Administrator who is retiring, our ideal start date is Thursday 1st August 2024. However, this is flexible according to mutual requirements.

D V Marlow & Co is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Join us at D V Marlow & Co and be a part of a team that values excellence, initiative, and a positive work environment. We look forward to receiving your application!