Team Secretary (Leeds)

Salary: £22-27,500

International Accountancy firm based in Leeds seek a Team secretary to provide secretarial support to the Tax department of approximately 10 fee earners including partner and directors.

The duties will include,
Diary Management

Maintains diaries on a daily basis and will look ahead to check all required resources are booked and that there is visibility of relevant data on diary entries.

Arranges and co-ordinates meetings (including external meetings), liaises with delegates, books meeting rooms and arranges refreshments and equipment as required. Ensures that sufficient time is allotted for travel when processing meeting requests.

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Document management

Consistently produces work of a high standard that rarely requires correction and has a reputation for delivering quality work.

Understands the brand and CVI rules and checks that all documentation produced is compliant. Acts as a brand champion in relation to documents produced by others and challenges if not compliant.

Can assist in the efficient production of documents, in particular using Word and Powerpoint templates.

Filing

Manages filing efficiently by dealing with it as it arises. Takes steps to ensure that back log is never more than one week old.

Relationship Management System (RMS) and pipeline

Ensures that RMS records are accurate and kept up to date and uses internet and other external resources to obtain information. Ensures that leavers; RMS contacts are transferred to an appropriate person. Maintains sales and pipeline for each manager encouraging them to pass on relevant information.

Billing and WIP

Produces WIP and debt reports and updates project codes and provisions for team as required. Understands the Financial Management System (FMS) terminology and produces bills when requested. Is aware of billing deadlines and encourages team to produce bills and assists where needed.

Assignment support

Is competent in the use of Excel and can produce accurate schedules of data for interpretation by qualified staff.

•    Adept at managing multiple tasks whilst keeping track of own workload using a to do list or similar. Will deal with competing requests in a confident and mature manner, weighing up urgency and deadlines to decide on priorities. Will use the wider team to get work done as necessary. Advises managers when they can expect their work if unable to process promptly.

•    When faced with a new challenge will use initiative to work out the best way to do it, referring to Insite and colleagues to identify efficient solutions.

•    Has a flexible approach and is adaptable. Is a team player willing to make a contribution to the wider team. Advises colleagues when has spare capacity to help and or is in need of support Mutually supportive of others and willing to help in different departments as required.

•meet and greet clients.

•    Discreet when handling confidential information.

•    Is confident with communication. Recognises that different people require different approaches and adjusts style appropriately.

•    Previous experience of providing secretarial services
Intermediate/Advanced Word, Excel, PowerPoint and Outlook

•    Typing speed minimum 50-60 wpm

•    Strong command of spelling, punctuation and grammar

Ideally the ideal candidate must have come from either Accountancy or professional services background.