Administrative Assistant

Administrative Assistant

Overall job purpose

To provide an enthusiastic, effective and efficient administration service and to ensure that internal and external clients receive a quality service in all respects.

Responsibilities

Administration

• To manage incoming/outgoing post requirements for the office
  
• Forwarding general correspondence to clients
  
• Printing, Binding, Scanning and Photocopying documentation
  
• Arranging seminars, workshops and preparing refreshments as required, under the supervision of Executive Assistant
  
• To prepare refreshments for meetings and office events
  
• Assisting with client and networking events
  
• Ordering of stationery and consumables as required
  
• Playing a key role in supporting the office with all facilities matters performing to the office e.g. advising manager of faults and repairs which need attention, liaising with contractors onsite with supervision from the Executive Assistant
  
• Assisting the partner and service lines with billings, preparation of letters, internal compliance procedures, general IT queries and assistance with MS office applications
  
• Accepting, logging and returning client documents and records

Reception Cover Responsibilities

• To answer all incoming calls in a timely fashion and announce calls
  
• To greet all visitors coming into the reception area with the utmost professional courtesy and respect
  
• To book meeting rooms, liaise with all RSM staff and co-ordinate the booking system to ensure it is kept up to date
  
• To set up meeting rooms (layout/screen etc) and restore the room to standard set up after use
  
• To ensure all meeting rooms are fully equipped with relevant RSM collateral (note pads, pens, flip charts, computers, IT screens etc.)
  
• To support office events when required (may include some early mornings and late afternoons with notice)
  
• To support visitors from other RSM offices, including booking hotels and taxis
  
• Ad hoc administrative duties as and when required
  
• Performing regular stocktaking of office consumables ensuring that supplies are kept, topped up and replenished through the day.
  
• Performing fire marshal duties as required.

Filing & Archiving

• To enter information accurately on MS Excel Spreadsheets and on other electronic systems
  
• To follow all company policies in accordance with the RSM rules regarding confidentiality of client papers
  
• To safeguard all client data and information in all formats

Personal and professional qualities

Essential:

• Excellent communications skills
  
• Excellent customer service skills
  
• Strong team working ability and a positive, enthusiastic attitude
  
• Demonstrate experience with MS Word, MS Excel, MS PowerPoint and related programs
  
• Ability to remain discreet working with confidential matters
  
• Forward looking thinker, who actively seeks opportunities and proposes solutions in a timely manner.
  
• Commitment to, and enthusiasm for, client service and delivery
  
• Ability to work co-operatively and effectively within the team and the organisation
  
• Ability to manage multiple tasks simultaneously, solve problems, manage and meet the deadlines and maintain a high quality of work.
  
• Possess a personal presentation that reflects a professional image and the values of the organisation
• National 5 English and Maths

Desirable:

• Flexibility is required and an ability to remain calm under pressure
  
• Possess adaptability to manage changing work requirements and varying volumes of work

#LI-AE1

Experienced hire

Permanent

LERWICK

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