Team Secretary

Our client is seeking an experienced sectary to join their Bristol office based in the heart of the city.


Our Client:
With 13 offices in the UK and Ireland, 1,600 people and an international capability in over 100 countries, their aim is to provide an innovative global service.

Purpose of Role:
To provide secretarial/administrative support.


Key Responsibilities:

Secretarial Duties
• Copy and audio typing of general correspondence (including drafting of own correspondence), letters of response, mail merges, emails, reports, minutes of meetings, memos, file notes etc.
• Preparing and collating all relevant documents required for meetings, producing reports/presentations, photocopying and distributing to relevant people.
• Diary management and coordinating meetings (external and internal).
• Answer department telephone calls and take messages as required.
• Book travel for the team as required (domestic and international).
• Open department post.
• Arrange for documents to be archived and recalled as and when necessary.
• Provide general assistance and guidance on departmental practices and procedures, housekeeping and knowledge of staff in other departments.
• Other ad hoc tasks when required, to include scanning, faxing and photocopying.

• Process invoices as and when necessary, ensuring the cost allocation is correct.
• Co-ordinating the Billing process for the team.
• Preparation of SIP9 schedules (fee analyses).
• Creating fee notes/credit notes.
• Logging cheques received.

Database Management
• Setting up new cases on IPS.
• Producing letters / notices / reports.
• Run reports for tasks due & produce 6-month case review packs and progress report packs.
• Ensure that contact details are maintained on the database.

• Assisting with the start-up procedures for new matters.
• Admitting creditor claims and preparing dividend schedules.
• Company research.
• Initial report drafting for less complex jobs.
• Book debt collections – issue letters and monitor responses.

Key Competencies:
1. Use of IT – must be proficient in Word, spreadsheet packages and database management.
2. Judgement – knowing how to deal with problems which arise, knowing when to involve the Partner/Managers in issues, ability to think ahead and anticipate events occurring.
3. Planning and organising – will need to be able to organise his/her time so as to meet deadlines.
4. Written communication – good grammar and spelling so as to be able to produce documents accurately and quickly, the ability to draft own correspondence.
5. Teamwork – to work well with the immediate team and in other offices. Flexibility and willingness to help out others is essential.
6. Problem solving – must be able to deal with problems using own initiative.
7. Good verbal communication skills and the ability to deal effectively and politely with people at all levels.


Candidate Profile:

• Ideally educated to A Level standard

Key Experience/Skills
• Experience of working at senior level in a client facing role. A background in insolvency/professional services is highly desirable.
• Working knowledge of Word, Databases, Excel and PowerPoint. Experience of using IPS is highly desirable.
• Fast and accurate audio and copy typing (minimum 60wpm tested)
• Excellent communication skills
• Ability to work well in pressurised environment with the ability to prioritise work.


 If this sounds like the perfect role for you, appy today!


Reference: 216378