Kingston Smith
Role specification
Job title: / Reception and administration assistant / Reports to: / West End Office Partners
Department: / General Practice / Location: / West End Office
PURPOSE OF ROLE
The purpose of this role is to provide reliable and efficient general administrative support, some secretarial duties together with supporting reception in the West End branch of a top 20 accountancy firm. The person will be based at the reception of our West End offices however, it is expected that the role will include administrative and secretarial assistance to other secretaries and Partners.

KEY ACCOUNTABILITIES

  • To deliver professional reception, administrative and secretarial support to secretaries, Partners and Managers.

JOB CONTENT (broad list of tasks, inter alia)

ADMINISTRATIVE DUTIES
  • Support team secretaries, Partners and managers when needed with administrative tasks
  • Dealing with post and scanning
SECRETARIAL DUTIES
  • Preparing and formatting proposals, letters and other documents.
  • Diary Management for the Partners and meeting room bookings.
  • Scanning from Partners and managers.
  • Arrange travel/accommodation (some international)
  • Relaying messages via e-mail.
  • Billing/expenses
  • Assisting with client breakfasts and lunches.
  • Arrange client meetings/refreshments/rooms etc.
RECEPTION DUTIES
  • Second reception support to cover core hours (8.30am – 6.00pm)
  • Cover for holidays and sickness
  • Deal with calls coming through the switchboard.
  • Keep reception area tidy and clean.
  • Open and sort post and assist in distribution.
  • Greet visitors and announce arrival. Arrange teas and coffee where required.
  • Log stamp and deliver all hand deliveries, incoming faxes as required.
  • Take meeting room bookings via outlook and email.
  • Order catering for client lunches.

SKILLS, KNOWLEDGE & EXPERIENCE
ESSENTIAL / DESIRABLE
  • Knowledge of MS Office packages including Word, Excel, Outlook and PowerPoint to an advanced level.
  • Have a professional telephone manner.
  • Minimum of 50 wpm typing speed.
  • Familiar with typing and formatting reports – including tables and spreadsheets.
  • Ability to communicate effectively both orally and in writing.
  • Effective organisational skills and ability to manage own workload.
  • A desire to take an interest in the clients and business.
  • Flexible and adaptable approach to work.
  • Pro-active and ability to work on own initiative.
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  • Experience of working within a Professional Services organisation, in particular with a media or arts focus.
  • Experience of working with a switchboard in a reception environment.