Secretary and Receptionist

Recruiter
Barnett Waddingham
Location
Stoke Pound
Posted
27 Jul 2017
Closes
18 Aug 2017
Contract Type
Full Time

Overview

Barnett Waddingham is a partner-led business which prides itself in providing straightforward and well communicated pensions advice. This philosophy means that we are dependent on talented and well trained employees who enjoy working in a closely knit and friendly organisation. Our growth has been significant since our creation in 1989. We aim to continue this growth by recruiting people who share in Barnett Waddingham’s values.

The role of Secretary is to provide a typing and organisational service for nominated staff and Partners in the Barnett Waddingham format. In order to provide these services the job holder must liaise with internal contacts, external clients and service providers.

Typing Duties include:

  • Transcribing dictation using the in-house system
  • Copy typing or amending documents e.g. new business tenders, valuation and proposal reports
  • Create invoices
  • Create credit notes
  • Create purchase orders
  • Data entry
  • Setting up and amending Power Point presentations
  • Mailshots

Organisation duties include:

  • Calendar management
  • Travel arrangements including hotel bookings
  • Book external professional or clients meetings
  • Booking meetings and arranging refreshments
  • Booking and arranging in-house seminars
  • Liaison with internal departments e.g accounts for purchase orders
  • Expenses claims
  • Incoming and outgoing post
  • Filing and photocopying
  • Binding reports and collating agenda packs
  • Ordering stationery, ancillary items or furniture when required
  • Take and transcribe minutes
  • Archiving

Reception duties include:

  • Meeting and greeting clients, suppliers and staff from other offices
  • Answering calls and taking messages
  • Courier and taxi bookings
  • Organise meetings rooms and parking spaces (if applicable)
  • Set up and clear meeting rooms
  • Organise food and other refreshments for meetings
  • Keep all public areas clean and tidy
  • Report maintenance issues to Landlord (if applicable)
  • Ensure telephone night service is activated
  • Alert office to visitors from other offices
  • Any other reasonable task as advised from time-to-time

Experience/Qualifications

  • Maths and English GCSE standard as a minimum
  • Typing or Business Administration qualification desirable
  • Intermediate to Advanced Word skills - experience of Mail Merge
  • Basic knowledge of Excel
  • Intermediate knowledge of PowerPoint
  • Experienced audio typist
  • Good telephone skills
  • Experience of working professional services environment or similar