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Our well established client is seeking a Secretary/Administration Assistant to provide support to their busy Commercial Property team in Cardiff. You'll be joining a national law firm that enjoys a strong reputation, made possible by our exceptional people - each chosen for their industry knowledge and passion for their field. They want to help you to reach your full potential, love the work you do and deliver the best results for your clients. They work flexibly and you'll be empowered to work where you do your best work, balancing your individual needs with the need for us to engage as teams and deliver excellent client service. Day to day, you'll be successful in this role by: This role will give you the opportunity to support our busy Commercial Property team, enabling them to work efficiently and effectively, with support from our team of experienced secretaries across the Commercial Property division. Their Commercial Property team advises on all aspects of the commercial property life cycle, with this role having a specific focus on large-scale projects. Your regular duties will include: Collating information including title, planning and management company documentation Undertaking conveyancing searches and assisting in extracting information from these Assisting in managing online data rooms Liaising with indemnity insurers/brokers to obtain title indemnity insurance policies Obtaining information from landlords and management companies Preparing and submitting SDLT/LTT returns, Paying SDLT to HMRC/LTT to WRA within required timeframes, Preparing and submitting Land Registry applications, Quality checking completed Land Registry applications Applying excellent levels of attention to detail, Monitoring and managing email traffic, Producing and amending documents, Drafting simple letters and emails, Opening and closing and archiving client files, Undertaking anti-money laundering checks, Running conflict checks, Submitting expenses claims Ensuring documents and e-filing are stored correctly, Arranging payments in and out and transfers between accounts, Dealing with general correspondence. You may also be asked to undertake ad hoc tasks by your team as required. These may include: Sorting, screening, and prioritising incoming and outgoing post Scanning and photocopying Copy typing, emails, memos and creating and updating of Excel spreadsheets Dealing with general enquiries over the phone and email It is an integral part of this role that you comply with information security and all firm policies and procedures. This role is right for you if: You will have: Previous experience working in an office environment Solid levels of academic achievement Effective communication skills, both written and verbal High levels of attention to detail Experience working to deadlines A flexible approach to your work Strong organisational skills Previous experience in using MS Excel We expect you to be someone who takes pride in your work and in providing a first-class support service to your fee earners, anticipating their needs in advance wherever possible, and paying meticulous attention to detail in all your work. To apply please send your CV to Kim Peterson as directed
We are looking for an experienced Administrator for an immediate start temporary assignment based in Cardiff. Reporting to the Principal Administrative Officer you will provide business support to the Operational Support team and duties will include: Front of house Reception cover Meeting and greeting visitors and contractors Processing invoices Procuring goods and services via the SAP system Dealing with enquiries from external suppliers Assisting with quarterly goods receipting report and end of year processes Servicing meeting rooms Receiving and distributing mail Assisting with the reconciliation and banking of income via the payments system Liaising with internal and external customer Monitoring shared email inboxes and responding to emails promptly Processing room hire application and coordinating diaries Maintaining filing systems The successful candidate must have: - Previous office administration experience in a similar role Experience of Microsoft Office to include Word & Excel Excellent customer service skills and the ability to communicate with people at all levels, both over the telephone and face to face Finance experience and the ability to reconcile income Experience of using SAP within a procurement environment would be an advantage Hours of work are 8:30am - 4:30pm Monday to Friday. Rate of Pay £12.38 per hour.
Who are we? We are New Directions, a group of companies that provide UK wide services (including recruitment, training, care provision and other support services) within a variety of sectors, from a network of offices across the UK. Voted Best Employer - Cardiff Life Awards 2024 Job Purpose: An exciting opportunity to provide comprehensive administrative and personal assistance to members of the SMT and support the Facilities department. The role requires a combination of creativity, confidence and communication skills, as you will be required to organise and manage events, projects and tasks to a high standard. Excellent written and verbal communication skills are vital for success whether this is writing first stage content, reporting for our eco committee or emailing actions from meetings. Main Duties: Implementing and maintaining effective systems to ensure high-level administrative support for the SMT is consistently provided. Supporting the SMT with any personal assistance which may be required. Supporting the Group Head of Facilities with any administrative requirements, project work and adhoc duties. Managing diaries, appointments, calendars, and events. Arranging hospitality requirements for SMT meetings. Assisting the SMT with coordinating and managing Group based projects, problem solving tasks and monitoring communications, (including drafting and producing letters, spreadsheets, reports, presentations, speeches, and communications). Handling enquires in a professional and appropriate manner. Arranging meetings and managing visitors for the SMT, including coordinating logistics and documentation. Following specific instructions to complete associated tasks to required standards. Reviewing, collating, distributing, and analysing reports for business meetings Arranging travel, transport and accommodation for the SMT. Assisting the SMT with arranging meetings, including producing and circulating agendas, and attending meetings and taking minutes for subsequent distribution. Tracking outstanding actions, tasks and information requests within given deadlines; chasing responses and providing updates. Managing financial tasks, dealing with invoices, purchase orders and expense claims for SMT Liaising with internal and external stakeholders and personal contacts. Organising and maintain effective filing systems. Managing the administration of any SMT documentation and ensuring its validity (e.g., MOTs, insurances, passport, driving licence etc). Assisting the wider Facilities function, including Reception cover. Managing the fleet of executive vehicles. Participate in the Company's Eco-Committee and conduct environmental and sustainability research Assist with our rented office space; Responsible for the Central Reserve for all Company data. Assisting in the organisation of internal and external events. Liaising with contractors to ensure relevant information is received and collated (e.g. liability insurance / NDA's etc). Travel to other business sites across the UK as required Required to be based at and work from the Cardiff office full time (5 days per week). Qualifications: Educated to degree level, NVQ Business Administration or equivalent Valid Full UK Driver's License Skills and experience: Significant experience in executive assistant or personal assistant role(s) Excellent administration skills; ability to minute take Professional image and appearance: demonstrates professional behaviours Excellent standards of accuracy, consistency, attention to detail Exceptional oral and written communication skills, and accurate proofing and editing Excellent project management skills Adaptable to changing demands Discretion, tact, diplomacy and confidentiality Honesty, trustworthiness and reliability Excellent organisational and time management skills, with the ability to multitask, and manage conflicting priorities Capable of self-auditing own work The ability to use own initiative, judgement and be pro-active The ability to research, digest, analyse and present material clearly and concisely The ability to work under pressure to strict deadlines The ability to accept constructive feedback, and make improvements as required An outstanding level of interpersonal, networking, and relationship management skills Ability to learn about an individual's preferences and styles, and ensure these are met Personal Qualities: Must like dogs,Confident, Accountable, Resilient, Attentive, Intuitive, Positive, Approachable,