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Job Details
Team Secretary
Job ID #: 6618 Location: Guildford
Business area: Business Support Job category: Business Support
Employment type: Full Time - Permanent Qualification level: Not Specified
Duration of contract: Not Indicated



BDO. Because relationships matter.

BDO LLP is one of the UK’s largest accountancy and business advisory firms providing services to ambitious businesses within the UK and worldwide. With more than 3,500 talented people, generating close to £400m in UK revenues, we bring real leadership across the mid-market. We are a member of BDO International, which has more than 1,260 offices worldwide, spread across 147 countries. We are a profitable, dynamic and forward-looking firm with a reputation for quality. Our ambition is to be the leader for exceptional client service.

At BDO you can be yourself - we value you as an individual and want you to realize your aspirations. You have a voice and your opinion counts. We give you the challenge and support you need and you are able to shape your own career according to your strengths, skills and personality. Working at BDO enhances your professional development at all stages of your career. Few firms offer the same breadth and quality of work, responsibility and experience. We recognize and reward your high performance and you have the opportunity to excel, progress and share in our success. We are clear on what we expect from you and what you can expect in return.

Being at BDO is personally as well as professionally fulfilling. Relationships matter, and we have a friendly and inclusive culture built around our core values of honesty and integrity; empowerment and personal responsibility; mutual support and respect; and professional and personal client relationships.




This Team Secretary will be a member of the Private Clients Services Support team, providing secretarial support to a group of managers and the wider team, alongside a PA and a Senior PA.

Service levels underpin the firm’s commitment to the delivery of exceptional client service.

The duties which are set out under principal accountabilities, reflect the current requirements for the role, and are subject to change in response to business needs.




Diary Management

Reviews diaries on a daily basis and looks ahead to check all required resources are booked and that there is visibility of relevant data on diary entries.

Arranges and co-ordinates meetings, liaises with delegates, books meeting rooms and arranges refreshments and equipment as required. Ensures that sufficient time is allotted for travel when processing meeting requests.

Always aware of team members’ whereabouts and able to advise in this regard as required.

Document management

Consistently produces work of a high standard that rarely requires correction and has a reputation for delivering quality work. Document preparation will include reports, powerpoint presentations, letters, all using pre-prepared templates.

Understands the brand and Corporate Visual Identity rules and checks that all documentation produced is compliant.  Acts as a brand champion in relation to documents produced by others and challenges if not compliant.

Filing

Manages filing efficiently by dealing with it as it arises.  Takes steps to ensure that back log is never more than one week old.

Relationship Management System (RMS) 

Ensures that RMS databse records are accurate and kept up to date and uses internet and other external resources to obtain information.  Ensures that leavers’ RMS contacts are transferred to an appropriate person. Maintains sales and pipeline for each manager encouraging them to pass on relevant information.

Raising invoices 

Understands the Financial Management System (FMS) thoroughly and produces bills when required.  Also produces WIP and debt reports and updates project codes and provisions for team as required.  Is aware of billing deadlines and encourages team to produce bills and assists where needed.




Technical knowledge, qualifications and experience

Previous experience of providing secretarial support in a team environment

Intermediate/Advanced Word, Excel, PowerPoint and Outlook

Typing speed minimum 50-60 wpm

Strong command of spelling, punctuation and grammar


Personal Qualities

Adept at managing multiple tasks whilst keeping track of own workload using a ‘to do list or similar.  Will deal with competing requests in a confident and mature manner, weighing up urgency and deadlines to decide on priorities. Will use the wider team to get work done as necessary.  Advises managers when they can expect their work if unable to process promptly.

When faced with a new challenge will use initiative to work out the best way to do it, referring to Insite and colleagues to identify efficient solutions.

Has a flexible approach and is adaptable.  Is a team player willing to make a contribution to the wider team.  Advises colleagues when has spare capacity to help and or is in need of support.  Mutually supportive of others and willing to help in different departments as required.

Is receptive to new ideas and remains focused during times of change and promotes change amongst team by own behaviour.

Presents a professional appearance and attitude at all times, as may be required to meet and greet clients.

Discreet when handling confidential information.

Is confident with communication.  Recognises that different people require different approaches and adjusts style appropriately.


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