PA/Secretary

Personal Assistant (JT5297) – Bristol – 6 month FTC – £26k per annum

We are currently looking for an experienced Personal Assistant to join our client on a fixed term contract basis for 6 months. The role is to provide efficient and effective administrative, secretarial and organisational support to a Head of Department and administrative support to their team. This position is to start immediately and is therefore not suitable to candidates who are currently on notice.

Responsibilities of the role:

• Acting as first point of contact, responding to and prioritising all enquiries, mail, telephone calls

• Providing all administrative support, including diary management and work schedules to ensure deadlines and targets are met

• Managing travel arrangements, expenses, company car, contacts and filing system

• Providing additional first line support to other senior members of staff, including management of travel, expenses and meetings support

• Monitoring and managing budgets, including record keeping, management of invoices and their allocation, production of quarterly reports and liaising with the Financial Controller as necessary

• Arranging internal and external meetings, including management of attendees, papers, minutes and follow-up actions;

• Undertaking event management activities, particularly in relation to high-level corporate hospitality opportunities and networking events

• Maintaining contacts and network database, ensuring it is up to date

• Providing support to the Head of Department in meetings and events as required

• Maintaining team holiday and absence records

Applicants must have previous Senior PA experience with a working knowledge of international diary and travel management, this is essential. Candidates must have a high standard or organisation and communication skills, coupled with strong attention to detail. The role holder must have a can do attitude and be used to working with constantly changing workloads.

Hours: 9.00am – 5.00pm

Legal Secretary (J5229) – Permanent – Central Bristol – £18-20k

We are currently recruiting for a Legal Secretary to join our client, an energetic and driven firm, based in Central Bristol. The vacancy is within the Real Estate team and will support 3 fee earners, an associate and 2 solicitors. Experience of Land Registry and SDLTs would be preferable, as would experience of Commercial Property.

• Audio typing (85–90%)

• Answering the telephone and managing email enquiries and correspondence

• Filing and general administration duties

• Assisting the team with administrative support as and when required

Previous legal secretarial experience is essential for this role, ideally within Real Estate. Excellent communication skills, both written and verbal are essential as well as being highly accurate and extremely organised. There is a large volume of audio typing within this position and therefore the candidate will need to have sound experience of this, ideally with a typing speed of 65wpm+. The successful candidate will be proficient in all MS Office packages. The role holder will need to be comfortable in following up enquiries. This is a fantastic employment opportunity to work for an energetic and driven firm.

Receptionist/Secretary (JT5216) – Temp to Perm – Central Bristol – Salary: DOE

We have a wonderful opportunity for a candidate to join a sucessful, driven company based in Central Bristol. The client is looking for a Receptionist/Secretary to become part of their team. The main focus of this role lies with the secretarial responsibilities however the successful candidate will also be managing the reception area. The position is initially a temporary assignment but the client is looking to make this a permanent position for the right candidate.

Main tasks

Secretarial Duties:

 Accurately transcribe dictation (audio) within a reasonable time frame

 Proof read and check documents.

 Clear presentation

 Follow up on unfamiliar terminology, unclear speech or corrections.

 Maintain the filing system and update information regularly.

 Retrieve files/information rapidly, if required.

 Communicate with clients and other third parties on request in writing or orally.

 Determine priorities and consistently meet deadlines.

 Manage working time effectively, ensuring no delays

Reception & Switchboard Duties

 Ensure the Reception is tidy and uncluttered at all times

 Answer the telephones in a timely and professional manner

 Transfer calls to relevant staff or take messages when required and deliver these as soon as possible

 Meet and welcome clients and customers, arranging refreshments

 Co-ordinate meeting room bookings

 Assist with arranging client meetings and lunches

 Book taxis, trains etc

Applicants will require a sound secretarial background, including audio and possessing the relevant secretarial qualifications. Experience as receptionist or other similar customer-facing role is essential. A good knowledge of Microsoft Excel, Word and Outlook are required, along side excellent communication skills and a good team working ethic. The role holder must be well organised and able to prioritise workloads according to the business needs of the company.

Legal Secretaries Required! (KD12) – Permanent & Contracts available – Bristol – up to £18-22k

We are currently recruiting for a number of excellent Legal Secretarial positions based in Bristol. We are looking for candidates who have strong legal secretarial experience with a minimum typing speed of 60 words per minute. We work with clients of all sizes however each company is growing and developing, offering exciting prosepects for a new member of their team.

Candidates must have experience of supporting more that one senior member of staff and posess departmental experience in areas such as:

• Conveyancing & Real Estate

• Litigation

• Employment

• Education

• Personal Injury

• Claims Solutions

• Healthcare and Clinical Risk

• Family & Matrimonial

General Responsibilities will include:

• Diary management and arranging meetings

• Audio typing

• Billing & invoicing

• Travel and accommodation arrangements

• Assisting the team coordinator with the overflow of typing and other administrative tasks

• Answering the telephone and managing emails enquiries and correspondence

• Filing and general administration duties

• Assisting the team with administrative support as and when required

• Creating and amending documents

Previous legal experience is essential for these roles, ideally in the specified sector. Excellent communication skills, both written and verbal are essential as well as being highly accurate and extremely organised. Audio typing is required within these positions and therefore the candidates will need to have sound experience of this with a typing speed of 60+ wpm. The successful candidate will be proficient in all MS Office packages, also previous legal database experience.

If you are looking for employment as a Legal Secretary, please do not hesitate to contact us, we would love to hear from you!

PA to Directors (J5198) – South Bristol – Maternity Contract – £22-25k pro rata

Our client based in South Bristol is looking for a Senior PA/Studio Manager to cover a maternity contract from February 2012 until December 2012. The client is a creative agency who are growing and constantly developing. This is an exciting role, offering the applicant fantastic experience within a fast paced and dynamic industry.

Responsibilities of the role:

• Providing PA support, providing personal administrative support, diary and travel managment and arranging meetings.

• Acting as a first point of contact for clients via telephone, written correspondance and email

• Bookkeeping, including wages, banking, invoicing and report management

• Managing HR processes, including sickness, holidays and any training requirements

• Coordinating all compliance including health and safety, risk and policies

• Studio Management, providing administrative and facilities management

• Providing new business support, assisting with presentations and proposals

• PA & Marketing support, sending press releases and assisting in the production of marketing materials

• Project management support as and when required.

Applicants must have previous experience of providing PA support at a senior level within a creative environment. Previous PA experience within a digital agency would be advantageous. Candidates must be proactive and professional with the ability to work independantly as well as within a team. Due to the nature of the industry, a focused and ‘can do’ attutude is essential. The role requires previous bookkeeping experience and a good head for numbers. Faultless attention to detail is vital for this role.