Job Description: Job Title: PA / Receptionist / Executive Assistant
Location: Trowbridge, Wiltshire
Salary: Competitive
Job Type: Permanent, Full Time
About us:
The key objective of the role is to assist with the efficient, effective running of the practice and ensuring that clients are served well, the team is working productively and harmoniously, and contributing to the profitability and success of the practice.
About the role:
The Role of the PA is primarily to assist the partners in managing the practice and in fulfilling their roles. The role of the receptionist is to be the front of office. The role of the Executive Assistant is to support the partners in ensuring the smooth running of the office and the premises. The role may also involve providing administration and support generally when required. This includes admin support to the Compliance Officer and the Money Laundering Reporting Officer.
PA Duties:
- Scheduling appointments for the financial planners and partners, and clients and managing calendars.
- Reminding financial planners of appointments and ensuring that the team have prepared the necessary documentation in good time for the planners ahead of client appointments.
- Ensuring that the meeting room is booked and available for appointments and meetings.
- Ensuring all client reviews are scheduled and letters to clients are sent in good time and followed up when not responded to by clients.
- Requesting the clients bring all necessary documentation, I.D., cheques to meetings as are required.
- Responding to and composing email communications on behalf of the financial planners and partners and assisting them generally in managing email volume.
- Dealing with correspondence and report production for the financial planners and partners, including dictation.
- Managing client satisfaction questionnaires.
- General PA responsibilities as and when required.
Receptionist Duties:
- Ensuring that all incoming telephone calls are dealt with in an appropriate manner and ensuring that, as far as possible, telephone calls are returned.
- Meeting, greeting and welcoming all clients and other visitors to the office and ensuring that they are provided with refreshments.
- Clearing and tidying of meeting room.
- Arranging refreshments for all meetings.
- Ensuring that incoming mail is opened promptly each morning; ensuring the mail is recorded and distributed.
- Ensuring all outgoing mail is dealt with appropriately and recorded.
Executive Assistant Duties:
- Taking responsibility for the smooth running of the office and management of junior staff.
- Maintaining the schedule of office and property projects/jobs/maintenance/repairs/servicing.
- Arranging and overseeing office cleaning, office repairs, maintenance in conjunction with the Partners.
- Arranging visits by consultants (IT and otherwise) and scheduling appointments with staff accordingly.
- Ensuring good office procedures are implemented to ensure financial planning process progresses efficiently and effectively.
- Procuring office supplies, checking delivery notes, liaising with the accounts administrator.
- Preparing team meeting agenda, taking minutes of meetings and circulating action points.
- Ensuring work of general administration is undertaken efficiently and all outstanding requests for information from clients and outside agencies are followed.
- Providing support to Partners in the areas of health and safety, compliance, HR, completion of staff records, CPD records, analysis of data as necessary and directed.
- Annual appraisal management and oversight.
Compliance Administration:
- Support the MLRO and Compliance Officer with their roles.
- Recording and reporting the Planners CPD.
- Monitoring of compliance registers, monthly.
- Preparing internal compliance policies: Data Protection, Training & Competence, Anti-Money Laundering, TCF.
- Preparation of internal compliance documents and updated as necessary with legislation.
- Ensure annual tests carried out by staff in relation to training in Data Protection, Anti-Money Laundering, TCF.
- Liaising with external compliance support.
Premises Management:
- Central point of contact for Tenants.
- Point of contact for office letting enquiries and viewings.
- Oversee facilities management, including maintenance, cleaner, boiler servicing, IT, telecoms.
Human Resources:
- Supporting Partners with HR matters.
- Manage, log and record holiday requests and absence.
- Management of appraisals, from scheduling to completion.
- First Aid and supplies of first aid materials.
About you:
- Being well organised and the ability to organise the work of others.
- Being able to work on own initiative without supervision.
- Being able to work as part of a team.
- Possessing ability to work under pressure.
- Having good attention to detail and taking a pride in one's work.
- Ability to identify and correct errors in the work of others.
- Having excellent oral and written communication skills and high standards of personal presentation.
- Having excellent typing and IT skills.
- Being competent in the use of Microsoft Office software (Word, Excel, PowerPoint, Outlook and databases).
- Demonstrating values that reflect personal and business integrity, honesty, openness, accountability and responsibility.
- The role involves flexibility and the need for personal development by training and qualification, as necessary.
What we offer:
- Personal development by training and qualification, as necessary.
Additional Information:
- The role involves providing administration and support generally as and when required.
Please click on the APPLY button to send your CV and Cover Letter for this role.
Candidates with experience of; Personal Assistant, Executive Assistant, EA, Receptionist, Office Manager, Practice Manager, Administrative Officer, Financial Services Admin, Front of House, and Facilities Coordinator also be considered for this role.