Job Description
Location: near St Paul’s underground station, London.
Full job description (including responsibilities)
1 Administration (100%)
- To assist the Administration Manager to provide administrative support to the Charity Team.
- To ensure that all work is produced within agreed timescales, escalating to the Administration Manager where necessary.
- To support the administration team with their daily tasks, ensuring post, scanning and email filing is dealt with within agreed timescales.
- To take a proactive approach managing in-tray and keeping the administration team updated on any urgent pieces of work.
- To ensure client filing is kept up-to-date and that filing is done on a regular basis and files are archived when required.
- To support the administration team with the management of partner, director and manager level work.
- To amend and produce accounts and management reports, which include financial statements, in a timely manner, within agreed timescales, with minimal typographical errors.
- To gain an understanding of Charity administration workflow, and work with the administrators to ensure workflow timescales are met.
- To support all members of the Charity team and provide administerial assistance as necessary.
- To ensure the Charity telephone system is appropriately covered at all times, escalating to the Administration Manager where necessary.
2. Performance & Operating Standards.
- To deal with any ad hoc reporting, as required.
- To assist the Administration Manager and Administrators in the timely production of any marketing related material or events planning.
- To assist the Administration Manager and Administrators with any work required as a result of planning for Charity marketing events.
- To ensure that amendments are made to client databases within agreed timescales.
- To provide cover in the absence of other Administrators.
- To ensure stationery supplies are appropriately stocked at all times.
- To produce documents from handwritten notes in the style and layout required by the author or as required to meet the firm’s standards.
- To save documents on the network according to the firm’s procedures, to ensure that other Administrators can gain access if required.
- To respect and maintain the confidentiality of the processed material and ensure that any regulations concerning security or confidentiality (such as safeguarding passwords) are complied with.
- To take an interest in the operation of the Charity Team so that you are aware of current work being dealt with by Team Members.
3 General
- To comply with and carry out all the firm’s policies and procedures, for example, timely submission of timesheets, understanding of health and safety procedures.
Personal Qualities :
The ability to use initiative and to work autonomously.
Skills Required :
- GCSEs including A-C English and Maths, or equivalent
- Previous experience as an Administrator
- Type at a speed of 50 wpm, with excellent accuracy
- Intermediate skills to make use of MS Office Suite
Desirable:
- Type at a speed of 60 wpm, with excellent accuracy
- Experience of working in professional services firm
- Advanced skills to make use of MS Office Suite
Future Prospects :
A full-time opportunity may be available if the candidate excels in the role. A higher level apprenticeship available following successful completion of the initial apprenticeship, with WhiteHat.
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