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Divisional Administrator / Senior PA |
|---|
Secretarial - PA Secretary |
in London City |
| DIVISIONAL ADMINISTRATOR
Responsible to: Divisional Manager Hours of Work: Monday - Friday 9.30 am - 5.30 pm (flexibility around start and finish times will be expected) Purpose of the role: To provide proactive organisation, administration and secretarial support to the Divisional Manager and other Partner in their management team, each of whom has a heavy managerial and client workload. Key Responsibilities: Include but are not limited to the following: Administrative Support for Divisional Manager and for the Management of 5 Partners Managing Divisional Manager’s diary, balancing competing demands for time, arranging meetings/appointments and lunches (internally and externally). Liaising with reception regarding booking meeting rooms and hospitality requirements etc. Attending meetings with the Divisional Manager, minute taking and producing report of agreed actions. Responsible for co-ordination and progress reporting on actions agreed at divisional meetings. Providing support with some marketing activities. Regular updating of BST manual. Managing Divisional Manager's e-mail and paper correspondence and filing. Screening, prioritising and dealing with queries and where necessary redistributing to relevant partners/senior managers. Maintaining e-mail filing system. Dealing with sensitive and confidential partnership matters. Liaising with the BST Management Team, attending BST Management Team meetings and taking minutes. Facilitating, attendance and preparation for Partnership Board and Divisional Managers meetings. Agreeing actions with Divisional Managers delegated by the Partnership Board and implementing action In relation to sensitive or confidential material, audio typing including use of digital dictation software. Drafting correspondence and assembling PowerPoint presentations. Communication role with BST partners &# *****; Assisting with organisation of BST Events. Providing proactive information in relation to on-going Divisional activities. Programmes/Projects Ensuring the following are regulated & monitored: Fee earner appraisal Partner appraisal Secretarial appraisal Production/collation of business plans for BST business Training Programmes Monitoring actions against business plans Liaison role with Finance Officer in relation to forecasting and budgets. Liaison generally with all line directors and their teams. Updating BST Intranet (In-Site) with: Personnel schedule Market developments etc Liaison with Marketing Manager Managing CVs for partners for bid work etc. |
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