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Team Secretary - Planning and Design Consultancy

Ref: JN -022020-69830
Negotiable + Excellent Benefits
UK, Berkshire
Business Support, Business Support
10th February 2020
Job Type

Team Secretary

Central Reading - Permanent

Our client is the UK's leading independent Planning and Design consultancy, led by 21 Partners and employing around 350 employees in 13 regional offices across the UK.

They are seeking a Team Secretary to be based in their Reading office and support a team of 28 fee earners in the Masterplanning and Landscape teams. The Reading office is made up of approximately 100 people working in Town Planning, Architecture, Masterplanning, Landscape, Graphic Communication and Practice Management.

The successful candidate should have excellent organisational, prioritisation and time management skills, be able to work effectively within a busy team environment and enjoy supporting their team and adding value.

To have an impact in the role you will:

  • Provide PA duties to Partners and team where required
  • Provide general secretarial and administrative support to wider team
  • Type and format letters (including fee letters), reports and all other correspondence
  • Proofread and revise documents, including in InDesign, as required
  • Diary management including travel and accommodation arrangements
  • Manage project record sheets
  • Attend meetings, take minutes and maintain discretion and confidentiality at all times
  • Provide financial administration support
  • Ensure team expenses, credit card statements and time sheets are completed in a timely manner
  • Follow up with fee earners regarding outstanding fees and issue fee accounts promptly to ensure fee deadlines are met
  • Assist with team invoicing, budgets, fee spreadsheets, reporting and forecasting, debt monitoring and work programming
  • Provide local marketing, events, Business Development (BD) and social media support
  • Liaise with and support the Marketing team on top project/key milestones and maintain project material
  • Assist with social media activity for team, as requested, including email syncing, personal social media activity and feeding this into wider corporate messaging
  • Support tender submissions locally in collaboration with the Marketing team, as required
  • Assist with marketing event organisation including invite compilation, managing sign up, booking and managing venue, diarising for team, attending, if required and feeding into evaluation
  • Work cooperatively with the Office Support team to provide secretarial/admin/receptionist cover, as required to support with the efficient functioning of the team/office

Provide Wider Office Support:

  • Support inductions and act as an Induction Champion in lieu of an Office Manager, including work experience and buddy systems
  • Assisting with work programming (if required)
  • Responsible for managing Newforma and Newforma Superuser, as required
  • Liaise with Health & Safety consultants, acting as local Health & Safety Representative and either acting as or ensuring the office has a Fire Marshall and First Aider
  • Key contact for Building and Facilities Management, including cleaning contracts
  • Responsible for Business Recovery Plan (keeping details up to date)
  • Responsible for the smooth and efficient management of the office/team, including assisting with office moves and reorganisations
  • Key contact for Quality Management System and audits

To succeed in the role, it is likely that you will:

  • Has strong interpersonal and influencing skills
  • Is a self starter and committed to providing a high level of service
  • Has a flexible approach and the ability to multi-task
  • Has good attention to detail
  • Is proficient with Office, including Word, Excel, Outlook and PowerPoint

To apply for this position please click on the link below

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