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CANARY WHARF;Administrator with excellent secretarial skills |
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Secretarial - Executive Assistant |
in London Docklands |
| Very large corporate group with fantastic Canary Wharf offices require a skilled administrator secretary - involved and interesting position..
Before applying for this role we require the following skills: 60wpm typing Strong Word, Excel and PowerPoint Previous secretarial experience Experience working in a large corporate environment. The role will provide high level administrative and risk management support to 65 client staff and also provide secretarial support to the department every Wednesday and during secretarial absences. The job involves a high level of initiative and a proactive approach in order to identify administrative needs within the department and to respond to these needs appropriately. The jobholder must plan and organise their own workload in order to meet deadlines for both regular and one-off administrative tasks. The candidate must be able to liase with all levels of staff from partners to new joiners and be able to problem solve using their own initiative. We would envisage this person being routinely involved in implementing new procedures within the department and they should have the ability to challenge assumptions whilst providing an alternative and productive view. This position requires a person who is willing to expand their presence within the department and take on the position of knowledge champion and risk management champion as and when the opportunities arise. There is potential for the right candidate to expand their knowledge and career prospects. To achieve this the candidate should be willing to show a high profile within the department and be willing to assist all staff with administrative and sometimes technical problems. Much of this will be on-the-job learning but the ability to be able to confidently communicate will be a great asset.The main aim of this position is to ensure that the department quality control procedures within the department are adhered to and take the pressure off the Departmental Senior Manager and Partner who already have demanding workloads. The Responsibilities The key responsibilities of the role are: Claims & Elections - Alphatax and Client Spreadsheet Responsible for printing the monthly Alphatax reports and the client spreadsheet for sign off by a pre-determined deadline On the first working day of each month, produce and distribute an administration summary for each Manager. The Managers are given a specific time period in which to review their admin summaries and sign them off as having been reviewed On the first working day of each month, produce and distribute a client listing detailing those clients with company year-ends that correspond to the month we are presently in. Distribute to the relevant Managers for sign off Manage staff to ensure all reports are completed on time. This will involve speaking to each Manger to ascertain if they require help and assist them if possible. Chase any outstanding reports and forward them to the DSM for review, noting which Managers have not signed-off reports. Letter Log Enter incoming post, Inland Revenue letters and assessments into the letter log and ensure all letters are recorded by the 1st and 15th of each month Produce reports from the Letter Log twice monthly (1st & 15th of each month) and distribute them as necessary. Produce ad hoc detailed reports as necessary and chase outstanding reports for review by the Departmental Senior Manager New Client Register Manage the process of maintaining compliance standards on client files in accordance with regulations described in the UK Tax Manual Produce a monthly report to determine new client codes opened. Ensure For each new client opened, that the engagement manager has completed the client take-on forms and that any special rules and regulations have been adhered to Liaise with the engagement manager and ensure that all relevant information has been entered on the New Client Register and also entered onto the client spreadsheet Assist with the collection of information relating to new clients (i.e. engagement letters) and to ensure the register is kept up to date (i.e. chase missing information) Quarterly Payments Send reminders out at the beginning of each month outlining the quarterly payment arrangement for the current month and include the current interest rates from the Inland Revenue website. Client Spreadsheet Assist with the updating of the client spreadsheet as and when necessary and, at regular intervals (2 to 3 times per year), compare the client spreadsheet with Alphatax to ensure all clients are accounted for. Secretarial Duties Provide support every Wednesday and during other secretarial absences for 1 Partner and a team of 30 client staff, ranging from director level to assistant Organise internal and external meeting's / conferences / functions including travel, accommodation, itineraries, equipment and catering. Maintain full control of each team member's diary Handle internal and external telephone calls from clients and senior staff Input timesheets and expenses for team members General administration, photocopying, post stamping and distribution. Sending files to document production, binding documents Supervise and distribute work to the junior team secretary The Person You will need the following qualifications, skills and experience: A minimum of 2 years' experience as a secretary supporting 1 or 2 senior staff 5 GCSEs or equivalent at grades A-C including English and Maths Accurate audio/copy typing at 60 wpm Intermediate level in MicroSoft Word and PowerPoint Basic level in MicroSoft Excel and Keen to learn new software as appropriate |
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