Recruiter

Owen Reed

Salary

From £20,000 to £20,000 per year

Location

London

Job term

Permanent

Job hours

Full time

Personal Tax Secretary

Reports to: Partner and Managers in the Personal Tax Department

Overall purpose of role

To provide an efficient and reliable secretarial support service to the personal tax department in addition to providing occasional cover for partners/managers in PAs absence.

Main responsibilities

Meetings/travel

Organising meetings including liaising with attendees, room/venue, catering, related diary management.
Assisting team with planning and diary management if required.
Organising basic travel arrangements (both domestic and international) for team members.
Attending and taking minutes in team meetings, if required.

Client and client service

Dealing effectively with clients and contacts telephone calls, specifically ensuring that messages are taken clearly and efficiently and responded to in a timely fashion.
Monitoring/responding to emails on behalf of team members, if requested.
Basic data entry onto client relationship management and practice management information systems such as Goldmine and Practice Engine.
Assisting partner/director/manager with administrative tasks, eg, billing reviews, client engagement procedures, timesheets and expenses.
Generating reports (e.g. work in progress) and producing fee notes etc from firms systems.
Assisting with projects such as events, mailings, research, if required.

General

Audio and copy typing of correspondence, short letters, standard letters and/or lengthy reports and proposals using the firms templates and corporate style.
Reformatting/making amendments to documents.
Printing documents from Word/Excel/Practice Engine.
Creating document management system profiles and scanning documents as required
Archiving documents once jobs are completed.
Opening and distributing post, photocopying, binding, sending faxes, filing, maintaining files.
Acting as a secondary contact for absent team members and assisting fellow secretaries and PAs with workflow, as required.
Proof reading own work before submitting to partner/director/manager etc.
Where required, to cover reception along with other PAs and secretaries on a rota basis.
Completing expense sheets and timesheets, if required.
Producing PowerPoint presentations following corporate style.

General attributes required for Secretary role

Maintaining strict adherence to both client and staff confidentiality.
Adhering to firms risk management policies.
Willingly carrying out any other duties required to meet with the needs of the business.
Ensuring the firm's client service standards are met.
Flexibility regarding core working hours.
Displaying excellent standard of English, both written and spoken.
Displaying excellent attention to detail.
Excellent team player who has a can do' attitude and who is demonstrates commitment to supporting colleagues within the PA/secretarial team.
Professionally presented with excellent telephone manner.
Experience of digital dictation and document management systems desirable.


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