Description
Provision of full administrative and secretarial support to the Management Team as and when required, which includes:-
Attending meetings, taking minutes (where appropriate) and documenting these in a timely manner
Preparing paperwork/agendas for meetings (where appropriate)
Proactive diary management for each Senior Manager, rescheduling when and where appropriate
Answering telephone calls from internal and external clients, relaying accurate messages/fielding calls where appropriate
Liaising with Teams and various other individuals to collate monthly scorecard information for business reporting purposes
Arranging venues for Team Building Events/liaising with facilitator of events (when required)
Manuscript/audio typing (when required)
Administrative duties for the Department, which includes:-
Personnel Administration
Administering holiday, absence and training information for the London Teams
Administering overtime forms
Intranet Administration
Administering content on some Pages of the Intranet
Travel Administration
Arranging travel and accommodation for all IS staff (including International Staff) via the Travel Desk
Organising visa's (where applicable)
Ordering/returning foreign currency advances for expenses claimed whilst travelling
Creating travel packs/itineraries
Arranging meeting schedules for International Staff visiting London Office
Additional administrative duties (to be shared jointly with the PA to the Head of Information Systems), which includes:-
Co-ordinating large meetings (monitoring/collating information/replies from invitees)
Organising lunches/refreshments for meetings (as and when required)
Preparing meetings rooms (as and when required)
Arranging training courses (as and when required)
Induction of new joiners
Management of expense claims
Sorting and distribution of departmental post
Ordering taxi's (as and when required)
Dealing with queries from internal and external clients
Ordering stationery (when required)
Updating and distributing departmental documentation/information
Other ad hoc tasks as and when required
PERSONAL SPECIFICATION
Work-based Competencies
Experience of Role.
Should have a minimum of 3 years experience in a similar role, but will consider candidates with less than 3 years providing they have the required competencies to carry out the role effectively.
Technical.
65 wpm copy typing. Advanced Outlook and Word 2010. Intermediate PowerPoint and Excel 2010. MOS or equivalent an advantage
Skills.
Excellent people skills with the ability to influence, persuade and negotiate both internally and externally at all levels. A positive, proactive approach to injecting enthusiasm and energy into the working environment. Candidate should be able to deliver outstanding service in a high-pressure environment
Industry Knowledge.
Experience of a law firm or of working in a professional services environment (eg consulting or accounting) would be a distinct advantage, although not essential
Qualification.
Good educational background
Behavioural Competencies
Excellent interpersonal and communication skills to deal with people at all levels
Excellent planning and organisational skills
Ability to use initiative and be pro-active
Ability to cope with conflicting demands on time
Flexible working attitude
Reliable and conscientious work ethic
Attention to detail with a high level of accuracy
Strong team working skills
Patience and ability to remain calm under pressure
Can do attitude, focused on meeting deadlines and on high quality deliverables
In accordance with the Employment Agencies and Employment Businesses Regulations 2003, this position is advertised based upon DGH Recruitment Limited having first sought approval of its client to find candidates for this position.
DGH Recruitment Limited acts as both an Employment Agency and Employment Business