The role will involve overseeing the current secretarial/admin team to manage workflow and ensure appropriate cover within the team.
You will have excellent secretarial skills, accurate keyboard skills and knowledge of various software packages including Microsoft word, excel and outlook. An excellent telephone manner and proven experience in a similar role is essential. You will also demonstrate the ability to deal with tasks in a timely and efficient manner as well as showing an enthusiastic and flexible approach towards work and supervising others. Organisational and communication skills are a must as well as the ability to stay calm under pressure and meet competing deadlines.
Duties will include, but are not limited to;
- Providing full secretarial and administration services to the partner and associated groups
- Coordinate the rota for reception cover, post cover and holidays for the secretarial/admin team
- Foster a collaborative ‘working together’ approach which encourages cohesion amongst the secretarial/admin team
- Effectively manage the performance of the secretarial/admin team and deal with any day-to-day issues that arise
- Being a strong, positive role model for the secretarial/admin team
- Assisting the partner with CPD records, expenses and mileage summaries
- Updating the firm’s practice management system as and when required
- General typing & administration duties to the office staff as required
- Audio and copy typing all correspondence, reports, minutes and accounts
- Dealing efficiently & effectively with incoming calls
- Arranging internal & external meetings including refreshments & meals as required
- Dealing with client enquires while fostering client relationships
- Actively promote the firm and its services wherever possible
- Co-ordinating the partner’s diary and associated group schedules
- Administration of business meetings
- Assist with facilities matters to ensure the effective running of the Norwich office
- Business trip/travel planning on behalf of partner and associated group
- Reception duties as required
- Cover overflow phone calls as required
- Collecting, sorting, and distributing mail on a daily basis
- Work must be undertaken to the highest possible standards
- Other project work and ad hoc tasks as required
Person specification:
- Previous experience within a busy secretarial/PA role
- Previous proven supervisory experience
- Ability to motivate and engage the secretarial/admin team
- Excellent communication skills across all levels
- High level of professionalism and understanding of confidentiality
- Ability to demonstrate tact and diplomacy
- Good attention to detail
- Strong IT skills and proficient in all Microsoft applications
- Proactive and organised with excellent time management skills
