Team Administrator

Accounting and Finance Sector

Team Administrator

£28,000 per annum + benefits

West End

Permanent

Overall purpose of role

To provide an efficient and reliable secretarial support service to a specific team or a group of individuals within a department in addition to providing occasional cover for partners/managers in PA’s absence.

Main responsibilities

Meetings/travel

• Organising meetings including liaising with attendees, room/venue, catering, related diary management.
• Organising basic travel arrangements (both domestic and international) for team members.
• Attending and taking minutes in team meetings, if required.
• Assisting team with planning and diary management if required.

  Client and client service

• Dealing effectively with clients’ and contacts’ telephone calls, specifically ensuring that messages are taken clearly and efficiently and responded to in a timely fashion.
• Monitoring/responding to emails on behalf of team members, if requested.
• Generating reports (e.g. work in progress) and producing fee notes etc from company’s systems.
• Basic data entry onto client relationship management and practice management information systems such as Goldmine and Practice Engine.
• Assisting with projects such as events, mailings, research, if required.
• Assisting partner/director/manager with administrative tasks, eg, billing reviews, client engagement procedures, timesheets and expenses.

  General

• Audio and copy typing of correspondence, short letters, standard letters and/or lengthy reports and proposals using the company’s templates and corporate style.
• Producing PowerPoint presentations following corporate style.
• Reformatting/making amendments to documents.
• Printing documents from Word/Excel/Practice Engine.
• Creating document management system profiles and scanning documents as required
• Archiving documents once jobs are completed.
• Opening and distributing post, photocopying, binding, sending faxes, filing, maintaining files.
• Acting as a secondary contact for absent team members and assisting fellow secretaries and PAs with workflow, as required.
• Proof reading own work before submitting to partner/director/manager etc.
• Completing expense sheets and timesheets, if required.
• Where required, to cover reception along with other PAs and secretaries on a rota basis.

  General attributes required for Secretary role

• Maintaining strict adherence to both client and staff confidentiality.
• Adhering to company’s risk management policies.
• Willingly carrying out any other duties required to meet with the needs of the business.
• Ensuring the company's client service standards are met.
• Flexibility regarding core working hours.
• Displaying excellent standard of English, both written and spoken.
• Displaying excellent attention to detail.
• Excellent team player who has a ‘can do' attitude and who is demonstrates commitment to supporting colleagues within the PA/secretarial team.
• Professionally presented with excellent telephone manner.
• Experience of digital dictation and document management systems

Please send your CV for immediate consideration.