Team Secretary

This is an urgent requirement for a part time Team Secretary for my large Financial Client.

The job holder will be required to provide a number of secretarial tasks for our grade B-C client facing staff within our audit and tax departments. This role is a part time job share working on Mondays to Wednesdays from 9-5pm.

This is a busy and interesting role requiring the ability to be discreet, self sufficient and flexible. We are looking for an excellent communicator who is extremely well organised and demonstrates the ability to pay close attention to detail. The job holder will need to be extremely confident, assertive and organised and have the ability to prioritise workloads to meet tight deadlines at times.

Main Responsibilities

- Provide an accurate afnd prompt copy typing service
- Preparation of Word, PowerPoint and Excel documents, including letters, meeting notes, reports, presentations and talk books, organisation of printing and binding of documents
- Proactive management of diaries as required. Arrange internal and external meetings, book meeting rooms, catering and equipment
- Organise all business travel and accommodation
- Answer both internal and external calls promptly and politely in accordance with company policy ensuring that accurate and detailed messages are taken and distributed and any queries dealt with professionally and effectively
- Order business cards
- Enter and maintain client information on internal databases eg. CRM
- Preparation of client fees and other financial administration as required
-Deal with any IT, voice and data requests/queries as required
- Input and submit expenses in a timely manner
- Input and submit timesheets in a timely manner
- Ensure all filing systems and archive records are accurate and up to date
- Build a comprehensive knowledge of the team's business and develop an understanding of company processes and procedures
- Deal with incoming post, distribute and highlight urgent post where necessary
- Return/Receive Paperchase files and send off-site where necessary
- Arrange bulk photocopying and printing/binding with the Document Production Centre and complete ad-hoc photocopying/binding on site when required.
- Assist with the completion of travel Visa applications where necessary
- Labelling courier boxes and ensuring they are taken to the courier collection point
- Work in conjunction with the Business Support Executive to remain up-to-date on new joiners, leavers and secondments, to help keep hot desk areas tidy, to monitor printers and change toner cartridges as necessary
- Carry out any other ad hoc office based administrative tasks as and when required.

Skills

- Fast and accurate touch typing with a minimum of 45 wpm
- Able to work to tight deadlines, display tenacity, good attention to detail and be capable of working under pressure
- Knowledge of IT to include Microsoft Word, Excel, PowerPoint and Outlook
- Excellent communication skills
- A good standard of written English (spelling and grammar) in order to proof read and to draft general correspondence
- Able to use own initiative to provide an effective support service
- Good time management and organisational skills
- A high level of pro-activity
- Good interpersonal and team working skills to liaise effectively with internal staff and clients.

Experience and Qualifications

- Experience as a secretary in a large organisation or a recognised secretarial qualification at diploma level or equivalent
- 5 GCSEs/O'Levels or equivalent at grades A-C including English and Maths

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