Team Secretary

12 Apr 2019
10 May 2019
Contract Type
Full Time
Job ID: 8475

* Business area: Business Support

* Employment type: Part Time - Permanent
Working hours per week Monday - Wednesday 8am - 5pm

BDO LLP is an accountancy and business advisory firm, we provide integrated advice and solutions to help businesses navigate a changing world. Our clients are Britain’s economic engine – ambitious, entrepreneurially-spirited and high growth businesses that fuel the economy.

We share our clients’ ambitions and their entrepreneurial mind-set. We have the right combination of global reach, integrity and expertise to help them succeed.

BDO LLP operates in 17 locations across the UK, employing 5,000 people offering tax, audit and assurance, and a range of advisory services. BDO LLP has revenues of £590m and is the UK member firm of the BDO International network. The BDO global network provides business advisory services in 162 countries, with 80,000 people working out of 1,500 offices worldwide. It has revenues of $9bn.

We’ll offer you a place where you will feel comfortable from day one but expect to be challenged. You’ll work with all levels of the business, with colleagues who want you to focus on the outcome and be confident to speak up.

Here at BDO, our vision is to be an independent, sustainably-profitable and globally-focused firm; known for helping people and businesses succeed. Everyone in our business is united behind this goal; it’s our core purpose, it’s why we come to work in the morning. We achieve this by building an inclusive and empowering culture that encourages people to ‘be themselves’, work together and deliver exceptional results. This makes BDO a great place to work.

This Team Secretary role will be responsible for providing administrative support to the Risk Advisory Services team.

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, 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.
• Always aware of team members’ whereabouts and able to advise in this regard as required.
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.
• 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.

Technical Knowledge:
• Previous experience of providing secretarial services
• Good Microsoft Office skills – PowerPoint, Excel and Word
• Good numeracy and literacy
• Filing
• Booking travel
• Arranging meetings
• Working as part of a team

Personal Qualities:
• 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 our intranet 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.
• Is receptive to new ideas and remains focused during times of change and promotes change amongst team by own behaviour.
• Presents a professional appearance and attitude at all times, as may be required to meet and greet clients.
• Discreet when handling confidential information.
• Is confident with communication. Recognises that different people require different approaches and adjusts style appropriately.

If you believe that you meet the requirements to be successful for this role, please apply online today

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