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Job Details
Team Secretary
Job ID #: 6939 Location: Ipswich
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.

Provides secretarial support to a group of managers and the wider team.
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
Maintains diaries on a daily basis and will look 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 the whereabouts of other team members 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.
Understands the brand 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.

Manages Document Management System 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) and pipeline
Ensures that RMS 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.

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

Full training and support will be provided.

Strong secretarial skills and experience are essential
Intermediate/Advanced Word, Excel, PowerPoint and Outlook
Typing speed minimum 50-60 wpm
Strong command of spelling, punctuation and grammar
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 Internal Intranet 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.
Strong work ethic essential
Experience in working for an accountant or legal firm would be preferable.

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