Job Summary
Job Title
Personal Assistant
Location
6 Mortimer St, London W1T, UK
Closing Date
31 August 2023
PA_Finance and Ops_April 2023
View advert
About the Job
About the Team
This role will sit across our Operations teams, specifically Finance, our COO and ICT teams providing PA support to 3 senior individuals who have varying needs. Our Operations teams are undergoing a process of change as we grow to support a growing business that is currently undergoing significant change in updating systems and processes. Our Operations teams are the backbone of our business and vital to its ongoing success. They are busy teams that require flexible and proactive administrative support.
Job Description
This is a new role which has been created to help facilitate process improvement and change across our Operations teams. The role will support our COO and Financial Controller from a PA perspective with diary management and email inbox management, and our ICT Director with administrative tasks such as documenting processes. This is an opportunity for a very well organised, experienced administrator/PA to make a real impact – to make teams operate
more effectively, free up managers time to focus on other business priorities and help make our processes more streamlined. You will have experience in a similar role, working as part of a central business support function, and be able to manage your time effectively between the teams. We are looking for someone with excellent Microsoft Office skills (including Excel), and who can pick up working with new systems easily.
Main responsibilities
Diary Management:
- Work closely with our COO and Financial Controller to organise meetings for them, this is mostly internal meetings but some external
- You will liaise with the Executive Assistant to our Managing and Senior Partner to ensure diaries work smoothly
- Book rooms using our internal room booking system, liaising where necessary with Facilities and Front of House
Email Inbox Management:
- Email management initially for Financial Controller but may extend to COO and ICT Director: setting up rules, processes and maintaining inboxes – our Financial Controller’s inbox is exceptionally busy, that requires prioritization, cleansing and delegating tasks
General Administration:
- Checking invoices against budget, coding correctly and processing for approval with HR, Finance and ICT Development
- Ad hoc administration tasks as and when they arise for the teams
- Compiling regular reports and distributing confidential information to correct individuals
- Creating and editing PDF reports in Adobe
- Providing cover for the EA to our Managing and Senior Partner for periods of leave
- When necessary provide cover for our Front of House team
- Help arrange events with EA such as Partner offsites and meetings
- Purchase order management and budget reconciliation; coding invoices and updating trackers, helping to implement new processes to make this streamlined.
- Updating our fixed asset register
- Help coordinate across operations teams for QA/internal audit purposes for changes such as starters/leaver/transfers
- Drafting correspondence and assisting with form completion as and when required, such as to HMRC, our banks etc
Process documentation & Process improvement:
- Bring proactive ideas to help streamline processes across our Operations teams
- Collating and help with editing process and system documentation helping to create policies and guidance notes.
- Maintaining and managing process documentation with version control, ensuring our intranet is updated with the most recent versions and old information is removed.
- Working with our Bid team to provide initial responses to clients and client bids in regard to internal processes.
- Acting as a chaser in certain exercises, such as completion of WIP, where partners or others may need reminding of deadlines to undertake tasks.
About you
- Demonstrable experience of working in a similar fast paced role where flexibility and prioritisation are key
- Ideally you will have experience working within professional services, however we are open to reviewing candidates outside of this who have worked in a similar role
- Strong numerical skills and excellent attention to detail are necessary
- Experienced in supporting with diary and inbox management is essential
- You are comfortable with supporting multiple stakeholders and can bring excellent organisational skills to help create efficiencies and improve processes
- Comfortable with Excel, collating and organising data.
- Confidentiality is key, you will be trusted with sensitive data that you must keep confidential and follow data protection procedures
- Excellent communication skills
- Personable and approachable, you will exemplify our values in the way you approach your work
Salary and benefits
• Salary: competitive based on market, professional experience and qualifications
• Performance related staff profit share scheme
• 26 days’ holiday per year (full time amount), plus Bank Holidays and days at Christmas and New Year.
• Pension scheme membership (after initial probationary period)
• Life and Accident insurance
• Group income protection scheme
• Private Medical Insurance
• Critical Illness Cover
• Wellbeing Allowance
• Access to Peppy for you and your partner
• 1 paid volunteering day per year to help give back to our local communities
• Interest Free Season Ticket Loan
• Interest Free Rental Deposit Loan
• Employee assistance programme
• Enhanced maternity and paternity pay after passing probation
Alongside our competitive compensation and benefits package we offer all our staff the ongoing opportunities to learn and develop, through in-house CPD sessions, further education support as well as internal and external training programmes. Gerald Eve encourages pro-bono work and volunteering as well as regular social and sporting activities to engage with all your colleagues.
Working Hours
Our hybrid working policy outlines staff to be in the office for 3 days per week, with 2 days working from home. In our London offices, our desk booking app allows you to plan ahead, and book your desk up to 3 weeks ahead. We also offer great flexibility around our core hours, which are from 10.00 a.m. to 4.00 p.m. You can choose to start and end your day around these hours, provided you still do your 7.25 hours per day (e.g., 8.00 am – 4.30pm, 10.00 am – 6.30 pm). There is no requirement for this to be the same each day, but you are required to keep your manager informed. This position also involves out-of-hours working on an ‘as necessary’ basis. We are open to considering flexible working arrangements for everyone; this can be discussed during the application process or upon commencement.
This role will sit across our Operations teams, specifically Finance, our COO and ICT teams providing PA support to 3 senior individuals who have varying needs. Our Operations teams are undergoing a process of change as we grow to support a growing business that is currently undergoing significant change in updating systems and processes. Our Operations teams are the backbone of our business and vital to its ongoing success. They are busy teams that require flexible and proactive administrative support.
Job Description
This is a new role which has been created to help facilitate process improvement and change across our Operations teams. The role will support our COO and Financial Controller from a PA perspective with diary management and email inbox management, and our ICT Director with administrative tasks such as documenting processes. This is an opportunity for a very well organised, experienced administrator/PA to make a real impact – to make teams operate
more effectively, free up managers time to focus on other business priorities and help make our processes more streamlined. You will have experience in a similar role, working as part of a central business support function, and be able to manage your time effectively between the teams. We are looking for someone with excellent Microsoft Office skills (including Excel), and who can pick up working with new systems easily.
Main responsibilities
Diary Management:
- Work closely with our COO and Financial Controller to organise meetings for them, this is mostly internal meetings but some external
- You will liaise with the Executive Assistant to our Managing and Senior Partner to ensure diaries work smoothly
- Book rooms using our internal room booking system, liaising where necessary with Facilities and Front of House
Email Inbox Management:
- Email management initially for Financial Controller but may extend to COO and ICT Director: setting up rules, processes and maintaining inboxes – our Financial Controller’s inbox is exceptionally busy, that requires prioritization, cleansing and delegating tasks
General Administration:
- Checking invoices against budget, coding correctly and processing for approval with HR, Finance and ICT Development
- Ad hoc administration tasks as and when they arise for the teams
- Compiling regular reports and distributing confidential information to correct individuals
- Creating and editing PDF reports in Adobe
- Providing cover for the EA to our Managing and Senior Partner for periods of leave
- When necessary provide cover for our Front of House team
- Help arrange events with EA such as Partner offsites and meetings
- Purchase order management and budget reconciliation; coding invoices and updating trackers, helping to implement new processes to make this streamlined.
- Updating our fixed asset register
- Help coordinate across operations teams for QA/internal audit purposes for changes such as starters/leaver/transfers
- Drafting correspondence and assisting with form completion as and when required, such as to HMRC, our banks etc
Process documentation & Process improvement:
- Bring proactive ideas to help streamline processes across our Operations teams
- Collating and help with editing process and system documentation helping to create policies and guidance notes.
- Maintaining and managing process documentation with version control, ensuring our intranet is updated with the most recent versions and old information is removed.
- Working with our Bid team to provide initial responses to clients and client bids in regard to internal processes.
- Acting as a chaser in certain exercises, such as completion of WIP, where partners or others may need reminding of deadlines to undertake tasks.
About you
- Demonstrable experience of working in a similar fast paced role where flexibility and prioritisation are key
- Ideally you will have experience working within professional services, however we are open to reviewing candidates outside of this who have worked in a similar role
- Strong numerical skills and excellent attention to detail are necessary
- Experienced in supporting with diary and inbox management is essential
- You are comfortable with supporting multiple stakeholders and can bring excellent organisational skills to help create efficiencies and improve processes
- Comfortable with Excel, collating and organising data.
- Confidentiality is key, you will be trusted with sensitive data that you must keep confidential and follow data protection procedures
- Excellent communication skills
- Personable and approachable, you will exemplify our values in the way you approach your work
Salary and benefits
• Salary: competitive based on market, professional experience and qualifications
• Performance related staff profit share scheme
• 26 days’ holiday per year (full time amount), plus Bank Holidays and days at Christmas and New Year.
• Pension scheme membership (after initial probationary period)
• Life and Accident insurance
• Group income protection scheme
• Private Medical Insurance
• Critical Illness Cover
• Wellbeing Allowance
• Access to Peppy for you and your partner
• 1 paid volunteering day per year to help give back to our local communities
• Interest Free Season Ticket Loan
• Interest Free Rental Deposit Loan
• Employee assistance programme
• Enhanced maternity and paternity pay after passing probation
Alongside our competitive compensation and benefits package we offer all our staff the ongoing opportunities to learn and develop, through in-house CPD sessions, further education support as well as internal and external training programmes. Gerald Eve encourages pro-bono work and volunteering as well as regular social and sporting activities to engage with all your colleagues.
Working Hours
Our hybrid working policy outlines staff to be in the office for 3 days per week, with 2 days working from home. In our London offices, our desk booking app allows you to plan ahead, and book your desk up to 3 weeks ahead. We also offer great flexibility around our core hours, which are from 10.00 a.m. to 4.00 p.m. You can choose to start and end your day around these hours, provided you still do your 7.25 hours per day (e.g., 8.00 am – 4.30pm, 10.00 am – 6.30 pm). There is no requirement for this to be the same each day, but you are required to keep your manager informed. This position also involves out-of-hours working on an ‘as necessary’ basis. We are open to considering flexible working arrangements for everyone; this can be discussed during the application process or upon commencement.
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As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. What information does the organisation collect? The organisation collects a range of information about you. This includes: • your name, address and contact details, including email address and telephone number; • details of your qualifications, skills, experience and employment history; • information about your current level of remuneration, including benefit entitlements; • whether you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; • information about your entitlement to work in the UK; and • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief. The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. The organisation will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email). Why does the organisation process personal data? The organisation needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you. In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts. The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims. The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment. Where the organisation processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes as permitted by the Data Protection Act 2018/reasons of substantial public interest. If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time and deleting your personal recruitment account where your information is held. Who has access to data? Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with employment background check providers to obtain necessary background checks. The organisation will not transfer your data outside the UK. How does the organisation protect data? The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. For how long does the organisation keep data? If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice. Your rights As a data subject, you have a number of rights. 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However, if you do not provide the information, the organisation may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references. You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information. Recruitment processes are not based solely on automated decision-making.