Team Secretary

Team Secretary

City

£26,000 - £28,000

 

THE COMPANY

Our client, based in the heart of the City, is the parent company of specialist insurance businesses with operations in Europe, the US, Asia and Australia.  They are market leaders in many lines, which include professional indemnity, property, marine and reinsurance.  They currently require a Team Secretary to provide comprehensive secretarial and administration support to The Claims Team.


 THE ROLE:

• Provide complete and accurate administration service to the claims team, including: drafting / sending letters, memos, facsimiles, emails, as well as printing, scanning documents, file management, distributing departmental mail and dealing with routine correspondence and enquiries.
• Act as first point of contact for both internal and external clients wishing to contact the team.
• Arrange internal/external meetings including: booking meeting rooms/venues; booking & setting up telephone or video conferencing equipment and lunch/refreshment arrangements; liaising with training providers where necessary.
• Co-ordinate travel arrangements.  This includes booking flights, accommodation, producing itineraries, liaising with internal and external clients and arranging foreign currency and passport/visas where applicable. 
• Produce PowerPoint presentations for meetings and seminars.
• Organise papers and reports for meetings.
• Process expenses for team.
• Provide diary management support for the team as appropriate, including: acceptances/declines for meeting requests, act as “gatekeeper” to meeting requests, ensuring adequate preparation and travel time is allotted.
• Provide a time management service for the team to ensure effective use of their time.
• Meet and greet visitors.
• Order/maintain office supplies as appropriate.
• Maintain absence, attendance and annual leave reports where required.
• Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team.
• Assist other members of the team when required.
• Manage ad hoc tasks/projects as requested by the team.

General

• Undertake any other reasonable duties /ad hoc reports as may be requested.
• Participate in cross-team and intra-team projects as required.
• Adopt the company culture of Professionalism, Integrity, Effectiveness and Dynamic attitude that contribute to an internal environment of teamwork and promotes a positive brand image to our external customers.
• Comply with company procedures, policies and regulations relevant to your role. 
• Undertake relevant training on company policies and procedures as delivered by your line manager, the Talent Management development or assurance teams (compliance, risk, internal audit) either directly, via e-learning or the learning management system. 
• Comply with any specific responsibilities necessary for your role as outlined by your line manager, the Talent Management development or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas.  This may include, amongst others, the company’s underwriting control standards, the company’s claims control standards, other The Company standards and customer relationship management.
• Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system.  These may include, among others, European Strategy Team, US Management team or membership of any The Company committees.

THE PERSON:

Education and Qualifications

• Educated to ‘A’ level/High School graduate or equivalent
• Professional secretarial qualifications desirable

Knowledge and Experience

• Proven secretarial / administration experience
• Experience of arranging complex travel plans and itineraries
• Experience of working with people across multiple locations

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EQUAL OPPORTUNITIES Morgan Spencer Recruitment is committed to equal opportunities and actively seeks applications from all sectors of the community irrespective of gender, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.

CONFIDENTIALITY: All applications are dealt with in strictest confidence and will be processed in accordance with the Data Protection Act 1998

Morgan Spencer Limited, registered in England & Wales No: 4254114