Job Description
You will be responsible for providing an effective and efficient first point of contact service to all callers to the office; be it on the phone or in person, providing office administrative support to ensure the smooth running of the business.
Responsibilities
- Act as first point of contact: answering the entry-phone, meeting and greeting visitors, dealing with written postal and email correspondence, and phone calls.
- Take enquiries from customers and new prospects.
- Prepare refreshments.
- Provide general support to visitors.
- Manage the diary system, organize, and prepare meetings and appointments for advisers and directors.
- Preparation of new client packs.
- Arrange for outgoing mail to be taken to a Post Office or Royal Mail post-box depending on the delivery method required. Arrange alternative delivery of parcels and packages where required.
- Maintain all standards of performance as required by the firm.
- Liaising with staff, clients, and suppliers.
- Maintain the stock levels of office and kitchen supplies, as well as office furniture.
- Maintain office conditions and arrange necessary repairs and maintenance liaising with the freeholder and suppliers where appropriate.
- Maintain records of petty cash reconciliation paperwork for the Financial Controllers records.
- Event organization and management, maintaining a record of all events and seminars held by the company/all dates and information on entertaining.
- Remind the Chairman, Directors and other staff members of important tasks, deadlines and meetings.
- Provide support in running errands for the Chairman and Directors both for work and personal errands as required.
- Provide administrative support to the Chairman and Directors as required.
- Arrange and book travel, transport, and accommodation.
- Prepare/print direct mail for posting out (e.g., invitations).
- Carry out any other tasks as requested by the Chairman and Directors.
- Act in accordance with the terms and conditions of your contract of employment.
- Manage and maintain the companies HR system Iris HR by keeping personnel records, including those of approved persons up to date.
- Ensure training records on Iris HR are kept up to date.
- Manage staff absence via Iris HR, reporting any issues to staff members Line Manager.
- Recruitment including preparation of job adverts, preparation of contracts and job descriptions, collating FCA regulated references, completing appropriate due diligence, and ensuring introduction procedures are followed.
- Ensure health and safety policies are up to date.
- Ensure compliance and adherence to regulatory and legislative requirements and company policies where your role requires.
- Ensure the company meets the expectations of the FCA with regards to treating customers fairly.
- Provide support in organizing office operations and procedures.
- Management of the Training & Competence administration ensuring the Supervisor receives relevant documentation in a timely manner.
- Ensure the Matrix of the Training & Competence Scheme is kept up to date.
- Ensure that the Supervisor is supported in providing ongoing training for the team of Financial Advisers.
- Ensure relevant CPD & KPI are maintained and recorded accurately, and file reviews are completed in a timely manner in accordance with the T&C procedures before reporting to the Supervisor.
- Keep and maintain a record of all new leads, carrying out regular updates with advisers.
- Maintain records of adviser meetings for the Financial Controllers records.
- Managing ad-hock projects & carrying out background research and presenting findings.
- Maintain records of the Chairman and Directors mileage and expenses for the Financial Controllers records.
- Attend meetings with senior management as required.
- Provide marketing support where required. This could be maintaining the website social media channels, creating social media post plans, preparing direct mail/email merges from lists created from database of Excel, assisting in the creation of marketing materials, sending regular email blasts to prospects offering services and updating useful information.
Benefits
- 25 days holiday plus bank holidays
- Free company eye test
- Flu jab
- 3% ER Pension