Job Title: Office & Team Personal Assistant
Location: The role is based in our office in Reading, Berkshire but visits to other offices may be necessary periodically
Salary: Competitive
Job type: Part Time, Permanent
Working Hours: 25 hours per week office based. These can be worked flexibly but must include at least 5 hours on a Tuesday and Thursday.
About Vidett:
Vidett is one of the UK’s leading professional trustee and governance firms. We work with other businesses, helping them look after pension schemes and other benefits they provide to their employees. Our clients range from the very small to the very large and include the RSPCA, Pizza Hut, Volvo and Kimberly-Clark.
About the role:
The role of Office and Team Personal Assistant is an exciting and varied one. You’ll support the Office Manager in ensuring our Reading office is well run, the office environment is a positive one and provide a range of administrative and finance support to our team. You’ll be doing something different every day.
Due to the changing nature of the business, you may from time to time need to undertake other activities of a similar nature that fall within your capabilities.
About you:
The following skills, abilities and personal qualities are required:
- Clear aptitude for planning, organising and attention to detail
- Good interpersonal skills with ability to communicate with all levels of seniority
- Builds and maintains effective working relationships with colleagues and external contacts
- Ability to work in advance of deadlines and prioritising multiple tasks
- Enthusiastic, positive and flexible approach to work
- Strong verbal and written communication skills
- Good team player, but motivated to work individually when needed
- A sound educational background
- Strong knowledge of Microsoft Office software
Key Responsibilities:
Post:
Ensure:
- Post is opened and scanned for each client
- Daily post log is maintained
- Incoming post is allocated to relevant team member
- Outgoing post is collated and posted in most cost-efficient manner, subject to its content
Facilities:
- Help ensure we have fire warden and first aid responders
- Ensure all kitchen supplies and equipment are in order including weekly flushes of taps
- Ensure general office maintenance is up to date
- Liaise with facility management and equipment contractors, eg air con HVAC, printer maintenance, cleaning, catering and security services etc
- Liaise with reception to provide general support to visitors
- Help ensure compliance with health and safety (H&S) requirements in conjunction with the landlord, including facilitating visits from H&S company, fire risk assessments etc
General Office Matters:
- Part of switchboard group, answering calls and passing on messages
- Place stationery orders and maintain suitable supplies
- Help ensure general office tidiness
- Running general errands and shopping for office supplies
- Book meeting rooms
- Order lunches and refreshments for meetings
- Mail merges and printing
- Manage archiving activity
Team PA:
- Scheduling meetings and appointments for the Directors and senior leadership team (and other staff agreed by the Office Manager), including meeting and greeting guests
- Booking train tickets where agreed by the Office Manager or Co-CEO and arranging day-to-day travel for the team using Mobilleo
- Help organise in-house or off-site activities like parties, celebrations and team awaydays etc
- Print documents etc for signing and obtain relevant signatures
- General administration support as needed, eg draft letters for the Directors, collating agenda packs – both in paper and electronically etc
- Maintain confidentiality of business and client information and data
Finance Support:
- Help ensure timesheets are submitted
- Help produce invoices on receipt of billing information from the team and double checking invoice figures
- Help finalise and issue invoices and update our billing system
- In conjunction with the finance team, follow up on late payments
- Liaise with finance on queries of receipts and payments
- Update time and billing system to include new clients, contacts, charge rates, users etc
Benefits:
We offer a range of benefits including fantastic career progression and training, PMI, generous holiday entitlement and pension scheme, as well as additional benefits.
Please click on the APPLY button to be directed to the company’s recruitment page.
Candidates with the relevant experience or job titles of; PA, Personal Assistant, EA to Associate, PA to Associate, EA to Partner, PA to Partner, Office Assistant, Business Administrator, Executive Assistant, Business Assistant may also be considered for this role.
