Responsible to: The Directors and Associates
Main areas of responsibility:
- Support John with PA and secretarial duties and supporting him with his daily tasks.
- In liaison with the other secretaries:
a) To provide an efficient and effective secretarial service for the business.
b) To assist with reception duties such as answering the telephone, taking messages, booking client's appointments, dealing with the incoming and outgoing post.
c) To provide general office support, including filing, banking, taking the post, ordering stationery and other office errands.
d) To provide an efficient and effective administrative service for the business.
The job: Details of the job are described in the attached job description.
The salary: The salary will be dependent on experience.
Salaries are paid monthly in arrears through the BACS System directly into the bank or building society account of each member of staff. Caladine Ltd must pay salaries through the BACS system. They cannot be paid by cheque. It will therefore be important to supply account details in order to ensure prompt payment.
Working week: The hours of work for this post are 30 hours per week primarily over 4 days.
Holidays: The annual leave entitlement is 25 days pro rata plus bank holidays.
Other Benefits: Pension scheme, health cover policy, birthday holiday.
Job Description
Job Title: PA and Secretary to the Managing Director
In liaison with the other secretarial staff the duties will include:
1. Proving specific support to the Managing Director as and when required and in particular his diary.
2. Providing secretarial support to the business.
3. Having responsibility for John's CCH and Outlook with regards to client's emails and electronic filing documents.
4. Typing up Directors letter and emails from audio dictation.
5. Updating and maintaining management spreadsheets.
6. Open incoming post and scanning into system.
7. Answer incoming calls and direct to the relevant staff member.
8. Ensure files are ready for Managing Directors appointments.
9. To provide general office support to the business.
10. Scanning outgoing post and dealing with the post at the end of the day by taking it to the post office.
11. Ensuring the office filing is kept up to date.
12. Taking clients payments over the telephone. Recording incoming cheques on our system and if necessary taking bankings to the bank.
13. Scanning old records.
14. Managing the stationery cupboard and ordering stationery.
15. Ensuring the staff area and kitchen are stocked and maintained.
16. Helping with ordering and maintaining stock for washrooms.
Selection criteria:
The criteria below indicate the qualities that are needed to do the job well.
Candidates will be selected according to the extent to which they satisfy
this criteria. Evidence of potential will also be considered. Most of the
criteria must normally be met in order to qualify for selection.
Essential:
• Knowledge/qualifications:
- Fast, accurate and good working knowledge of Microsoft Word, Excel and Outlook Express.
- Familiarity with effective office procedures.
- 5 GCSE passes A to C grade including English and mathematics.
- Communication: clear, concise, timely and appropriate oral and written communication; is able to communicate information in an understandable way orally and in writing, as suitable to the situation.
- Self-motivation: meets objectives and standards on own initiative.
- Teamwork: flexible; co-operative; helpful; self aware; collaborates well.
- Organisation: systematic; efficient; meets agreed priorities and deadlines on own initiative
- Response to change: investigative; adaptable;
- Physical: able to use display screen equipment extensively, according to health and safety guidelines.
Desirable:
- Experience of working within a firm of accountants or other professional firm.
- Audio typing.
- General office skills.
Ethos: sympathetic to the Christian/charitable ethos of the firm.
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.