We are currently recruiting for an experienced Secretary/Administrator for a small accountancy practice based near Southend on Sea.
Working as a Secretary/Administrator you will be in a position of responsibility and will need to stay organised and focused.
We are looking for a Secretary/Administrator who can provide both clerical and administrative support to the team or individually. You'll be involved with the coordination and implementation of office procedures and will frequently have responsibility for specific projects and tasks.
Most of your day-to-day work as Secretary/Administrator involves taking phone calls and messages, coordinating various calendar, sending emails, dealing with both written and oral communication, word/excel processing and typing, and requires relevant skills such as IT, organisational presentation skills and other related tasks, as well as the ability to multi-task and work well under pressure.
The main duties of a secretary include routine, day-to-day secretarial and administrative tasks as follows:
- Greet clients/visitors and point them in the right direction, answer inquiries, and create a welcoming environment
- Answering and forwarding incoming telephone calls
- Deal with general telephone and email enquiries
- Report to management and performing secretarial duties such as processing, typing, editing, and formatting reports and documents.
- Filing documents, as well as entering data and maintaining databases.
- Maintaining and entering data onto various databases
- Use variousreporting systems
- Handling letters, emails and other correspondence
- Screen phone calls, redirect calls, and take detailed messages
- Maintain diaries and arrange appointments
- Liaise with staff in other departments and with external contacts
- Audio and copy type
- Use outlook for mail and calendar
- Use a word processing package such as Microsoft 365
- Use excel - understand and be able to create reports, use and apply filters and basic conditional formatting
- Organise and maintain files and databases in a confidential manner
- Organise and store paperwork, documents and computer-based information
- Sort and distribute incoming post and organise and send outgoing post (this will involve the use of a franking machine)
- Photocopy and print various documents, sometimes on behalf of other colleagues
- Schedule and attend meetings, create agendas and take minutes - shorthand may be required to do this
- Order and maintain stationery and equipment
- Maintain and order office supplies
- Receive deliveries; sort and distribute incoming mail
- Organise travel and accommodation for staff and other external contacts
- Create and maintain filing and other office systems
As a Secretary/Administrator you will have the following skills:
- Ability to use office equipment, such as computers, printers, telephones/fax, franking and card machine
- Familiarity with common office IT applications (Microsoft Office suite, business and management systems)
- Excellent organisational and coordination skills
- Detail oriented nature and ability to work independently and methodically
- Strong written and verbal communication skills
- Pleasant, discreet and professional manner
- Well-presented professional appearance
- Strong interpersonal skills
- Strong timekeeping skills, precision and reliability
- Flexibility and dynamic approach
The working hours for this role will be either 4 hours a day over 5 days a week (20 hours) or possibly 3 full days a week (22.5 hours)
This is a great opportunity for someone looking for part time work, maybe to fit around school hours. Please apply today to be considered for this role.