Job Title: Audio Secretary + Reception – Ref 689
Location: Newcastle
Salary: Competitive with an excellent benefits package
Job Type: Full time, 12 month Fixed Term Contract
The Role:
They are seeing an Audio Typist to provide efficient and effective reception and administrative support, thus contributing to an excellent client service and the smooth operation of the Investment Management team at their Newcastle Office.
Key Responsibilities and Accountabilities:
Administrative
- Open, scan and distribute all incoming post and internal mail. Frank all outgoing post and arrange courier collections as necessary
- Maintain office calendars and team diaries to include: booking and arranging meetings and video conferences through group booking system liaising with colleagues in other offices as necessary, arranging and ordering internal and external team and client lunches
- Book travel and accommodation for all staff through group booking process
- Preparation and submission of Manager/team expenses
- Produce typed letters, documents and e-mails to a high standard of presentation and accuracy either from audio tape, copy typing or dictation.
- Generate mail merges and maintain marketing lists on relevant systems
- Processing and banking of cheques received in line with regulatory requirements
- Process invoice requests
- Collate quarterly portfolio valuation reports and produce covering letters as required
- Order and maintain stationery and catering stock for the office
- Filing, scanning and archiving of client correspondence and files in a timely manner
Front of House
- Management of Newcastle office client reception area and meeting rooms to ensure they are maintained to a high standard at all times and identify areas for improvement, liaising with BDO as necessary
- Welcome all visitors to the office, notify the team member they are here to see and ensure refreshments are provided
- Answer and field all incoming telephone calls promptly and in a courteous and professional matter, assist with enquiries and where appropriate take detailed messages and pass on accordingly
- Oversee the smooth administration of visitor signing in/out process and allocate access passes to visitors as required, liaising with building receptionist as necessary
- Supervise the allocation of car park spaces as per the agreed procedures
To be successful in this role, you will have/be:
- Previous front of house experience is essential
- Previous experience of audio typing is essential
- Have previous administration experience, ideally in a similar role within the financial services sector
- Have a high standard of accuracy and attention to detail
- Have strong time management and prioritisation skills
- Have a flexible approach to tasks
- Be able to use your initiative and work proactively with managers
- Enjoy working in a small team in an open plan environment
- Be a strong communicator and be able to build a strong rapport with people at all levels
- Be a proficient user of MS office packages
- Strong client service orientation with a results focus
The Company:
The Company is one of the UK’s leading investment managers, they employ over 1,200 people across 15 locations in the UK and Jersey.
They began life as a family business and is now a FTSE 250 listed company, which through its subsidiaries, is a leading provider of high-quality, personalised investment and wealth management services for private clients, charities and trustees.
With a rich history dating back to the 1740s, looking forward has carried them and their clients safely through many eras. They continue to move with the times, blending new ideas and bespoke technology with their long-standing investment experience and constant values.
Their success is based on delivering a highly professional and personal service to their clients. They believe this can only be achieved by having engaged and motivated employees with a diverse range of backgrounds, skills and experiences. Their employee strategy, policies and investment plans are all designed to achieve these goals.
Working at the company is more than a job for their employees and they offer a nurturing, development-led working environment with a competitive benefits package. Many of their employees are also shareholders, which is something that they will continue to encourage.
They are an equal opportunities employer and it is their policy to ensure that all job applicants and employees are treated fairly and on merit regardless of their race, gender, marital status, age, disability, religious belief or sexual orientation.
Please click the APPLY button to send your CV and covering letter for this role.
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