Posted 3 weeks ago

Brief overview of the role

Ensure the efficient day-to-day operation of the office and support the work of management and other staff.

Vacancy description


  • Answer general phone inquiries using a professional and courteous manner
  • Direct phone enquires to the appropriate staff members
  • Screen calls for cold calling and sales
  • Reply to general information requests with the accurate information
  • Greet clients/suppliers/visitors to the organisation in a professional and friendly manner
  • Prepare boardroom for meetings


  • To provide secretarial support to the Director, management and staff of PWM, and tenants within the premises 1 Lambton Road
  • Type reports, letters and other documents

Office administration

  • Use computer in particular MS Office programs including word, excel, and publisher; also bespoke programmes including Intelligent Office, a database and back office system, and other software to prepare reports and documents consistently
  • Sort incoming mail
  • Prepare and send outgoing faxes and mail
  • Update and ensure the accuracy of the organisation’s databases
  • Back-up electronic files using proper procedures
  • Provide secretarial and administrative support to management and other staff of the organisation and office tenants
  • General admin tasks such as scanning, filing and photocopying
  • Make and deliver refreshments to office staff and guests upon request
  • To ensure that the workplace remains tidy and uncluttered

Assist Financial Advisers

  • Use computer software to prepare valuations, reports, letters and other documentation
  • File client material according to established records
  • Communicate with clients/providers in a professional courteous manner
  • Ensure that the Director’s work space is tidy and uncluttered

Desired skills

  • Communication skills – written and verbal
  • Ability to type quickly and accurately
  • Knowledge of computers word processing and excel
  • Planning and organisation
  • Prioritising work
  • Problem assessment and problem solving
  • Information gathering and information monitoring
  • Attention to detail and accuracy
  • Customer service orientation
  • Teamwork
  • Independent working
  • A willingness to undertake any task and succeed

Personal qualities

  • Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organisation.
  • Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organisation.
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Focus on Client Needs: Anticipate, understand, and respond to the needs of clients to meet or exceed their expectations within the organisational parameters.
  • Independent and Teamwork: Work cooperatively and effectively with others as well as independently to set goals, resolve problems, and make decisions that enhance organisational effectiveness.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organisation.
  • Organisation: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
  • Plan: Determine strategies to move the organisation forward, set goals, create and implement actions plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
  • Confidence: Have the confidence to ask for help when unsure about something.
  • Eagerness to Learn: Follow the ever changing Financial Industry rules and regulations as well as different software.

Desired qualifications

  • GCSEs at grades C/4 or above (or equivalent)

Training to be provided

Training to be provided

  • Level 3 Business Administrator Apprenticeship Standard
  • Functional Skills if required

Via your ITEC tutor and on-the-job training, you’ll get the opportunity to learn:

  • IT
  • Record and document production
  • Decision making
  • Interpersonal skills
  • Communications
  • Quality
  • Planning and organisation
  • Project management
  • Relevant regulation
  • Policies
  • Business fundamentals
  • Processes
  • External environment factors

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