| There are a number of descriptions of the | | | | after the pension, the detail is important. |
| administrative function but quite often it is the oil | | | | Health and Safety. Any company with over 6 |
| that keeps a business ticking over efficiently. | | | | employees should have a health and safety policy |
| Without a workable administrative system | | | | in place, and this includes having first aid available |
| amazing things can happen in a business. | | | | for employees. Keep in mind that, should there be |
| Recently I heard of a new accountant rummaging | | | | a claim, the MD is the person who would be |
| around in his new role to discover a shoe box of | | | | prosecuted. |
| pre Euro European currency notes totaling | | | | Facilities Administration. In small companies, to |
| £300 in value but no longer legal tender. | | | | have an inhouse IT support function is not usually |
| Another story was about the directors' 288 | | | | one of the priorities, although it is essential for the |
| returns (8 of them) sitting neatly in a file - but not | | | | smooth and efficient working of the office and |
| sent into Companies House over the past two | | | | someone will need to attend to computers, e-mail |
| years. | | | | problems, printer malfunction and the like. Similarly |
| Some of the usual problems have to do with lost | | | | the functioning of the telephones, alarms and |
| papers, lost vat returns, Inland Revenue dates | | | | security all fall under administration. Likewise, the |
| missed and general muddle. What is worse is to | | | | ordering of essential supplies is vital to the |
| discover that work has not been invoiced or | | | | efficiency of the business. |
| records about jobs are lost or inaccurate. | | | | Accounting. A number of small companies will |
| There is many an MD who is well aware that | | | | outsource the accounting function but even when |
| administration is not his strong point and he will | | | | this happens there are finance related functions in |
| quickly get someone to help him. The essential | | | | the office which need to controlled. One of the |
| skills of that administrative support person is an | | | | essentials is to have an easily visible record of |
| ability to multi task, to keep records straight, to | | | | cash in and cash out so that there is an at a |
| be able to find essential bits of paper immediately | | | | glance view of current liquidity. Excel is a flexible |
| and to keep the MD informed of any potential | | | | vehicle for having these controls in place and |
| untoward happening while allowing him to get on | | | | easily managed. But some accounting software is |
| with the essential business of the organisation. | | | | very reasonably priced and user friendly and |
| But, of course, there is much more to the | | | | worthwhile investing in while the business is young. |
| administrative function than this. | | | | Payroll. Payroll has become a complicated business. |
| There are a number of areas that loosely fit | | | | The Inland Revenue regularly introduces new |
| under administration, especially in a small company. | | | | legislation which no doubt helps the employees but |
| This may include:- | | | | complicates the payroll process month by month. |
| Insurances. Most companies will have office and | | | | Most companies will outsource the payroll function |
| contents insurance, employer and public liability | | | | but if it is kept in house it needs to be run by a |
| insurance. There are also special insurance policies | | | | competent trained person using software that is |
| to cover company cars, professional indemnity | | | | compliant with the Inland Revenue criteria. |
| insurance and other key man insurance policies. | | | | There are so many more areas that will fall to an |
| Pensions. All companies where there are more | | | | efficient administrator in a small business, areas |
| that 7 employees should be offering a pension to | | | | that will, in the organic growth of the business be |
| employees. These are usually Stakeholder | | | | eventually hived off to an inhouse accountant, an |
| pensions and can include pension contributions by | | | | HR manager, an IT consultant or a facilities |
| the company to employee's pension plans. Pension | | | | manager. In the meanwhile those efficient |
| control sits loosely between the HR function, the | | | | administrators are like gold dust, so please give |
| payroll and the accountant - but whoever looks | | | | them the value they deserve. |