Junior Team Secretary with ILEX

Working for a leading City based Insurance Broker, you will act as the first point of contact for basic office support duties and provide secretarial and administrative support to the Business Unit.

• Ensure, where appropriate, the requirements of external legislation and regulations (e.g. FCA, Lloyd's legislation, Money Laundering/Proceeds of Crime, Data Protection, Health & Safety), best practice and other general business compliance procedures are adhered to at all times.

• Promote company brand and values to enhance company reputation in the market

• Perform assigned responsibilities as delegated by more senior members of the team

• Assist in general office duties to include ordering of stationery, scanning documents and typing

• Assist secretaries with booking travel and meeting bookings

• Responsible for all incoming post and arranging couriers as directed

• Maintain the photocopiers and printers to replenish paper stock and liaise with IT to ensure that they are working correctly

• Update the staff database, including all training, sickness and holiday records under supervision

• Answer the telephones, on behalf of the team and take concise messages

• Take minutes of meetings as and when required

• Participate in doing research

• Maintain diary systems, for designated staff and schedule meetings, both internal and external.

• To be involved in staff expenses reconciliation

• Participate in preparing and presenting documents using a variety of media

• Assist in the arrangement and co-ordination of presentations

• Supply details of visitors to reception and meet and greet visitors

• Able to enter and/or find records in e-Broking and flex as well as update, action and monitor associated documents, diary entries, tracking records and reports.

Education and qualifications

• Maths & English GCSE (C or above)
• Secretarial qualification essential, such as ILEX
• Minimum 50 wpm typing speed
• Minimum shorthand speed of 60 wpm
• Audio-typing experience

Knowledge

* Diary management via Outlook

* Microsoft Word, Excel and Internet Explorer

Experience

* No specific previous experience required, but must have secretarial qualification