vServices Ltd is currently looking for a secretary to assist with the management of the IT software and products campaign. The main purpose of the role is to meet pre-defined SLA’s, performance and financial targets for the campaign. The candidate must also meet business and client expectations and support and develop a group of Team Leaders and agents.
Education – Intermediate/Bachelor’s Degree
Experience – 1-3 years minimum administrative, support, or customer service experience
Key Responsibilities
To pro-actively arrange complex diary management and schedule meetings
To support fee earner administrative activities (for example, bundling, indexing, general organisation etc.)
To support client activities and requirements in a proactive manner, liaising with clients e.g. take messages, pass on information, deal with simple queries, meet and greet and client events
To prepare client registration documents, engagement/assignment letters, conflict checks, money laundering and audit Letters
To manage the production of all documents (even those not typed personally) from initiation to delivery back to the relevant staff, involving Document Production as required
To ensure documents returned to specific employee accurately reflect the original request before returning work, including proofreading the document, checking spelling, grammar, sense, amendments and presentation
To undertake e-mail management (manage inbox and file e-mails) and to ensure that urgent emails are promptly picked up by fee earners, or forwarded to another fee earner in their absence
To make travel arrangements (visas, flights, hotels, dinners)
To work collaboratively with other secretarial support for the Department, to provide a responsive and professional secretarial support service to fee earners and clients
To ensure that there is comprehensive telephone cover across the department, in accordance with the standard operating procedure
To provide personal support subject to PA’s discretion
To support billing processes and timesheets
To coordinate Training administration e.g. book rooms/refreshments, arrange printing of slides and materials, ensure equipment and room set up, create attendance sheet and collect signatures for CPD purposes, liaising with L&D Team
To support less experienced members of the team e.g. mentoring
To work in accordance with Standard Operating Procedures
Competencies
Excellent written and verbal communication
Ability to work on varied schedule based on the needs of the people or team to be supported
Microsoft Outlook/calendar experience with heavy calendars and resource booking
Familiarity with travel booking and expense reporting
Professional image and approach
