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Job Details
Personal Assistant
Job ID #: 6835 Location: Reading
Business area: Business Support Job category: Business Support
Employment type: Full Time - Permanent Qualification level: Not Specified
Duration of contract: Not Indicated



BDO LLP is an accountancy and business advisory firm, we provide integrated advice and solutions to help businesses navigate a changing world. Our clients are Britain’s economic engine – ambitious, entrepreneurially-spirited and high growth businesses that fuel the economy.

We share our clients’ ambitions and their entrepreneurial mind-set. We have the right combination of global reach, integrity and expertise to help them succeed.

BDO LLP operates in 18 offices across the UK, employing 3,500 people offering tax, audit and assurance, and a range of advisory services. BDO LLP has revenues of £428m and is the UK member firm of the BDO International network. The BDO global network provides business advisory services in 162 countries, with 74,000 people working out of 1,500 offices worldwide. It has revenues of $8.1bn.




Provide PA support to a small number of partners/directors and secretarial support to a small number of managers.

  • Forward thinking and anticipates requirements. 

  • Has the confidence to be proactive and complete matters arising before being instructed to do so.  Communicates face to face as much as possible rather than via email. Uses non verbal behaviour to promote open communication.

  • Adept at overcoming barriers to completing tasks.  Takes ownership of issues, either finding a solution or seeking advice where necessary.  Seeks to remove barriers that prevent fee earners from focusing on productive work, eg by undertaking administrative processes.

  • Able to handle disgruntled clients or colleagues appropriately and professionally, suggesting solutions to their issues or escalating where appropriate.

  • Behaviour demonstrates that exceptional client service is front of mind at all times.  Consistently adheres to the standards set by the Business Support Client Service Charter. Is familiar with the basics of ECS and seeks to help fee earners to meet these standards.

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

  • Is reliable, punctual and has a flexible approach.

  • Able to work in a busy environment without being distracted or diverted.

  • Tactful and diplomatic when dealing with sensitive and confidential issues.

  • Sets a good example by being a consistent volunteer.  Is proactive in helping colleagues.

  • Behaviour demonstrates awareness that all tasks, even if they are routine, contribute to a well run office and sets an example with a 'can do' attitude to all work.  

  • Seeks opportunities to expand role and offers to take on additional responsibilities. 

  • Actively contributes to team activities and communications.        

 




 

Principle Accountabilities

 

Diary management

Processes diary entries efficiently and is completely reliable in relation to anticipating and organising practical arrangements.  Actively manages diary to ensure all work commitments can be achieved. Makes sure that there is sufficient time between meetings to deal with matters arising. Generates possible solutions to conflicting requests by using initiative and resourcefulness.  Renegotiates changes to accommodate urgent matters.  Ensures diary contains all relevant information so can easily be picked up by somebody else during an unplanned absence.  Reminds fee earner to prepare for forthcoming meetings.  Provides assistance on request, e.g. by drafting simple agendas, co-ordinating submissions by other parties.  Prints copies of agenda in advance of meetings and checks that fee earner has all the papers required for imminent meetings.

 

Email management 

Agrees extent to which fee earner requires assistance to manage their email account.

 

WIP and debt

Maintains provisions and project codes as instructed.  Produces and understands WIP and provision reports.  Enquires as to whether to raise bills when debt is large.  Offers assistance and reminders on billing deadlines. Able to process any bills.  Able to train other members of the team in FMS.

 

Relationship Management System (RMS) and pipeline

Is a confident user of the RMS reporting system.  Manages fee earner's RMS contacts, follows up with fee earner for any business cards after meeting, uses the internet (LinkedIn, company website etc) and other external sources to obtain information required.  Reviews RMS client and contact information on regular basis.  Ensures that client and business interests are flagged so that they receive relevant material.  Manages the sales and pipeline for each fee earner, checks their diaries and encourages them to pass on information.  Encourages fee earners to review RMS list on regular basis.  Uses initiatives to look at ways to cleanse data and ensures leavers data is reallocated.

 

 

Documentation

Produces work of a consistently high standard, at speed, which requires minimal correction.  Seeks input from others to quality control key documents.  Makes suggestions on how to improve documents.  Researches the Brand intranet and liaises with the Brand and Design team for advice on complex documentation as necessary. Able to generate draft responses to routine correspondence for finalisation by fee earner when requested to do so.  Has the higher level technical skills required to troubleshoot issues with a document and rectify.  Adept at complex formatting.

 

Time management

Is realistic when assessing deadlines for delivering. Has a reputation for delivering on time.   Ensures that status is reported back on a timely basis without need for prompting.  Communicates to affected parties if encounters problems and gives early warning if deadline cannot be reached.  Seeks to develop problem solving skills.  Knows when to ask others for help and gives clear, concise instructions and checks they have been understood.  Uses judgement to determine the best use of resources.  Provides support as needed and checks that deadlines are achieved.  Maintains responsibility for work that has been delegated out, double-checking it when returned for typos, grammatical errors and CVI errors before submitting it. 




  • Extensive experience of diary management

  • Advanced level in Word, Excel, PowerPoint and  Outlook

  • Exceptional spelling, punctuation and grammar

  • GCSE English and Maths (or equivalent)

  • Typing speed minimum 50-60 wpm.


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