Administrative Assistant - 12 month FTC

Job Description

Overall job purpose

To provide a high standard of administrative support, playing an important role in the smooth running of the Accounts & Business Advisory department in Basingstoke as well as providing ad-hoc support to the wider local office departments.

Responsibilities

• Client administration, including:
• assisting with professional clearance
• preparing, amending and sending letters of engagement and disengagement
• monitoring client identification and keeping accurate records
• scanning the department’s letters of engagements and money laundering documents and uploading them onto
• Client Engagement and Acceptance Programme
• setting up contacts/engagement codes/updates to existing client addresses on practice management software etc
• Billing and provisioning for partners and managers, as required
• Updating business development activity on MS Dynamics (client database), ensuring that all information is accurate, up to date and entered in a timely fashion
• Handling incoming post, distributing to relevant team members
• Provide administrative support and assistance including comprehensive support as required for individual projects to the Partners, Directors, Managers and wider team
• Manage diaries and arrange meetings, ensuring that bookings are achievable in terms of workload and time constraints
• Draft letters, format documents, minute meetings and respond to external invitations. Liaise with clients as appropriate
• Production of reports as required (Excel & Word)
• Preparing financial reports as required
• Assisting in the preparation of tender documents ensuring adherence to guidelines on RSM templates and branding
• To book and set up meeting rooms (for team meetings), ensuring that all meeting rooms are fully equipped
• To assist in the organisation of ABA events both client facing and internal, ensuring booking forms are completed in advance of such events (may include some early mornings and late afternoons with notice for which overtime/time in lieu will apply)
• To prepare refreshments for meetings, events and order lunches and canapes for events as required
• Develop a keen awareness of business impact (risk, budget and reputation) and keep the Partners and OMP appraised of anything which could put the business at risk

Minimum Qualifications

Candidate Requirements

Essential:

• Commitment to, and enthusiasm for, client service and delivery
• Demonstrate strong skills in using MS Word, MS Excel, MS PowerPoint and related programs
• Excellent communications skills and strong team working ability
• 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
• Ability to work under pressure
• Possess flexibility and adaptability to manage changing work requirements and varying volumes of work

Desirable:

• Experience working in a similar role
• Experience of supporting Managers, Senior Management and/or Partners
• Forward looking thinker, who actively seeks opportunities and proposes solutions in a timely manner
• Experience with telephone systems, conference calling facilities and internal telephone transfers.
• Possess a personal presentation that reflects a professional image and the values of the organisation
• Experience with diary management

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 a 9 to 5.30 role.

For further information, and to apply, please visit our website via the “Apply” button below.