The office support team have the primary task of supporting the partners and managers within the department to provide the best possible service to clients. This requires strong attention to detail, a pro-active attitude and an ability to organise a workload without relying on others for regular guidance and direction.
The more detailed services completed by the secretary will vary day-to-day but will include co-ordination of internal and external meetings, assistance with administrative reporting and projects, data entry into CRM systems, organising overseas travel, preparation of partner expenses and internal reports, set up of new clients including client liaison and document collation, as well as other such general administrative functions. The role may also include assistance with wider business development tasks.
The role requires significant interaction with the wider team and, significantly, the senior management team. This will include co-ordinating and assisting with departmental administration and reporting. The individual should be a team player, prepared to assist others and think about the wider interests of the team/firm.
A strong secretary will be able to work independently and will have a strong ability to self review their own work.
There is direct interaction with clients and as such the secretary should be professional in their approach, personable and take appropriate responsibility and action points from such client interactions. The client facing element of the role will include covering reception on a rota basis. The role requires high standards of both written and verbal communication.
The role should be completed with reference to the Blick Rothenberg values and commitments to client service.
An excellent secretary will understand the way in which their colleagues work and will collaborate with them to improve overall productivity. This will include pre-empting the needs of staff and ensuring that issues are dealt with ahead of expectation. They will keep in mind the wider team and ensure that they are supported and informed appropriately.
An outstanding member of the team should be able to prioritise independently and deal with a number of queries without recourse to others whilst keeping others informed about the effect on workloads and other deliverables.
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