Administrative Assistant

Overall job purpose

To provide a high standard of administrative support working across the office and various service lines, playing an important role in assisting other admin team members in the day-to-day tasks involved in the smooth running of a busy office, liaising regularly with the line manager as required.

Responsibilities

General administration as required including, but not limited to:

• Managing the administration of the meeting room booking system and ensuring that external meeting rooms are client ready at all times
  
• To answer incoming calls in a timely fashion
  
• Performing front of house duties as required, greeting clients and visitors, preparing refreshments where appropriate and assisting with any client requirements such as setting up client Wi-Fi, photocopying, scanning etc
  
• Performing regular stocktaking of office consumables ensuring that supplies are kept topped up and replenished through the day
  
• Playing a key role in supporting your line manager and wider admin team with all facilities matters pertaining to the office e.g., advising manager of faults and repairs which need attention, liaising with contractors onsite
  
• Carrying out regular inspections of the office to ensure all facilities are working and replenished, noting any that are not and reporting accordingly
  
• Carrying out regular inspections of the office and ensure all areas of the office are kept clean and tidy throughout the day as necessary
  
• Assisting with managing the incoming/outgoing post requirements for the office
  
• Scanning and uploading of any office invoices and receipts to Concur for approval and forwarding any cheques which arrive to the Finance Team for lodgement

Support to The Team

• Provide administrative assistance as required to the Partners, Directors, Managers and wider team
  
• Providing administrative assistance to the admin team, assisting them to clear a filing, archiving and file destruction project
  
• Manage diaries and arrange meetings, ensuring that bookings are achievable in terms of workload and time constraints
• Scanning the departments letters of engagements and money laundering documents and uploading them onto CEAP

Ad Hoc Tasks

General administration as required including, but not limited to:

• 
  Providing assistance cross office and cross regional support to other service lines as required
  
• To assist other admin team members in the day-to-day tasks involved in running an office
  
• Performing fire marshal duties as required

Minimum Qualifications

Candidate Requirements

Essential

• Experience working in a similar role
  
• Excellent communications skills and strong team working ability
  
• Demonstrate skills in using MS Word and MS Outlook.
  
• Ability to remain discreet working with confidential matters
  
• Ability to manage multiple tasks simultaneously, solve problems, manage and meet the deadlines and maintain a high quality of work
  
• Possess flexibility and adaptability to manage changing work requirements and varying volumes of work

Desirable

• Experience of supporting a team
  
• Forward looking thinker, who actively seeks opportunities and proposes solutions in a timely manner
  
• Commitment to, and enthusiasm for service and delivery
  
• Possess a personal presentation that reflects a professional image and the values of the organisation
  
• Ability to work under pressure

Note: This job description reflects the present requirements of the role. As duties and responsibilities change, the job description will be reviewed and will be subject to amendment in consultation with the individual. This role is office based and is an 9am to 5.30pm role.