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Job Details
Team Secretary/Administrator
Job ID #: 6998 Location: Cambridge
Business area: Business Support Job category: Business Support
Employment type: Part Time - Permanent Qualification level: Not Specified
Duration of contract: Not Indicated



BDO is an award-winning, UK Member Firm of BDO International , the world's fifth largest accountancy network with more than 1,000 offices in over 100 countries, including affiliates. We specialise in helping businesses to achieve their goals and adhere to strong values and a One Firm approach. Our strength in the market place is mirrored in our achievements - Accountancy Age Audit, Tax and Corporate finance team of the year, FT Best Workplaces, highest new entry in Times Top 100 Graduate Employees;  to name a few of our recent accolades. Our people work within an extremely supportive and creative environment, and are equipped and empowered to deliver exceptional service. Developing strong, personal relationships with our clients is at the forefront of our service approach and you'll find that BDO is a truly innovative and forward thinking place to work.




Providing part-time (21 hours) secretarial and admin support within the London Audit Group to a group of Directors and Managers in the Cambridge office, including providing secretarial services to all members of the group, anticipating and fulfilling needs of the team members.

The duties, which are set out below, may be subject to change in response to business needs.




Secretarial
• Audio and copy typing of reports, letters, faxes, compliment slips, memos, file notes, labels, schedules and private and confidential material
• Drafting of Engagement letters and monitoring signed letters
• Compose and type routine and non-standard letters
• Excellent Excel skills
• Answering the telephone promptly, dealing with routine enquiries and taking appropriate messages
• Maintain and co-ordinate diaries of group members on daily basis
• Arrange and co-ordinate meetings, liaising with delegates, booking boardrooms, preparing presentations and arranging refreshments as necessary, including GLPs
• Liaising with clients on directors or managers behalf
• Organise business travel arrangements (hotels, flights, trains, etc)
• Preparation of material for internal and external presentations
• Record client / job data using firm’s software packages (RMS / FMS / CTO
• Dealing with Client take on procedures (CTO) / renewals
• Photocopying, sending facsimiles, binding reports and filing
• Expense claims
• Providing financial reports including WIPs, debt reports etc
• Billing
• Ordering couriers
• Taking minutes and attending meetings when required
• Supporting team with management of large clients
• Providing support with bookings/updates on Retain system
• Producing/chasing bank letters and ensuring database is kept up to date and accurate.
• Maintaining confidentiality at all times
• Responsibility for ensuring typing is completed promptly and prioritised appropriately, subject to partner/director/manager guidance
• Ensure all typing complies with the firm’s standards, is well presented and error free
• To provide an exceptional client experience and support client initiatives within the firm, as well as being responsive and helping to create a positive impression at all touch points

Administration
• Greet visitors, manage meeting rooms, provide refreshments
• Ensuring sufficient milk / tea / coffee etc is always available
• Dealing with daily post (incoming and outgoing) and maintenance of franking machine
• Admin relating to joiners and leavers and arranging relevant training
• Facilities management (monthly cleaning inspections, filing, shredding)
• IT liaison
• Maintenance liaison
• Fire Warden
• Health & Safety officer
• Dealing with deliveries and stationery supplies
• Any other general administrative assistance to group as required
• Set up and maintain systems regarding information, records, actionable and brought forward items, etc, for group




Technical Knowledge and Professional Qualifications
• Secretarial skills
• Intermediate/Advanced knowledge of Microsoft packages
• Good organisational and administration skills, ability to multi-task essential
• Previous experience in a similar role
• Excellent telephone manner
• Speed Typing
• To either have previous experience in, or ability to learn the following systems:
• RMS
• Outlook
• PeopleSoft HRMS and FMS.

Person Specification
• Ability to prioritise tasks
• Ability to readily understand the Group’s and Firm’s environment, the Firm’s structure and culture
• Ability in exercising initiative, discretion and organisation
• Be able to identify and evaluate problems
• Ability to communicate with group managers and other members of the team
• Work on own initiative and be self motivated
• Ability to pay attention to detail
• Able to work in an area which is task orientated
• Ability to adhere to strict deadlines
• Ability to work within a team environment.

Education / Professional Qualifications
• To have previous experience in a similar role
• GCSE maths grade C or equivalent and above
• Microsoft qualifications.


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