The Position:

There are a number of different aspects to this role due to different stages of each campaign. Initially, the candidates will be taking incoming calls from clients and taking messages and booking appointments for call backs. The role holder will then be responsible for making these call backs, at the agreed time and directing them to the right contact within the business. There will also be an administrative focus on this position and candidates will be assisting other departments as and when required, helping them to meet their objectives

Applicants must have experience of working within a customer facing position with a focused and can do attitude. Administration experience is pivotal for this role and a high level of communication and customer service skills are essential. These positions will be renewed on a week by week basis with the opportunity of becoming permanent.

The hours for this position can vary depending on the stage of each campaign.

Hours: Monday to Friday (some weekends will be required)

9.00am – 5.00pm

11.30am – 7.30pm

12.00pm – 8.00pm

Duties -

• Contracts new/extensions

• Logging contracts

• Chase Opt outs and contracts.

• Payroll (processing, around 250+ timesheets a week)

• Set up new starters

• Franking post

• Managing the unsubscribe and contact folder

• Credit control

• Answering pay queries

• Euros payment processing

• Filing

• Assist with end of month boards / figures

• Find missing timesheets

• Send out perm invoices

• Assist Louise with Ad hoc projects

• Meet and greet visitors

• Answering phone calls (operations direct dial only)

• Book travel and hotels

• Early finisher reports

• Ordering stationery

If you are interested please contact blewis@lucybristow.com ASAP

Duties

• Deliver email marketing campaigns to acquire & retain delegates for Events
• Support the delivery of quality delegates & leads for Events/Conferences via search engine marketing & social media
• Run digital marketing campaigns to promote online media,
• Support the delivery of low-cost digital marketing campaigns for Events/Conferences
• Support post-event communications & sales for Conferences
• Facilitate co-operative marketing with partners & sponsors
• Provide accurate reports on campaign performance against set targets

You will be expected to achieve KPI’s such as 80% attendance/sign up ratio, Top 3 listing SEO for all conference/events websites, Cost neutral paid search campaigns on a regular basis

Qualifications

• Degree with marketing qualifications or over 2 years practical online marketing experience;
• Marketing email & reporting systems
• SEO experience
• Good knowledge of ESPs & email marketing

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

Responsibilities of the role:

• To carry out HR and recruitment administration, including but not limited to:

o Logging high volumes of applications

o Organising interviews, booking rooms, liaising with agencies/candidates

o Updating recruitment pages website and internal vacancy bulletin

o Administrative support for the new joiner process

o Assist in collecting HR statistics and in the maintenance and updating of HR databases and records

o Maintain various spreadsheets and carry out data audits

o Assist in carrying out monthly data audits to ensure that all HR data is accurate and consistent

• To ensure all tasks are carried out to the highest standards ensuring accuracy of information

• Contribute to the ongoing development of HR processes and provide absence cover for the HR Team

• Provide administrative support for HR related projects as required

Candidates must have previous HR administration experience, coupled with an organised and focused approach. A high standard of communication and organisational skills are required for this position and attention to detail in vital. Competency in MS Office packages is required.

Tasks:

Provide confidential PA duties as required

• Undertake digital audio and copy typing
• Diary Management
• Answer all unattended telephones
• Database management
• Proactively manage own workload and other admin staff, if required
• Administration to include fee invoicing, filing, photocopying, documentation collation
• Project administration

Qualities:

• Excellent secretarial skills (65 wpm – minimum)
• Pro Active approach
• Excellent communication skills
• “Can do attitude”
• Professional and experienced telephone manner
• Fully conversant with all Microsoft Office Suite applications, in particular Word and Excel
• Previous experience in a similar role

You will be working within an outbound calling environment contacting potential customers and discussing the client’s products and opportunities with them. This is a temporary requirement and therefore the start date will be of immediate effect if selected.

Hours: 10.00am – 4.00pm Monday to Friday

The successful candidate will ideally have a background of working within a professional services organisation and good IT skills would be beneficial. Good literacy and numeracy skills are essential, along with excellent attention to detail and the ability to prioritise own workload. Confident communication skills, including a professional telephone manner will be required and applicants must be client focused with a conscientious, ‘can-do’ attitude.

Personal Assistant responsibilities:

• Administration assistance to Marketing Director including filtering and completing communications maximising his time to complete other tasks.

• Completion of Marketing Directors’ monthly expenses adhering to Lloyds Banking Group expense policy.

• Ownership and control of Marketing Directors diary and inbox completing any tasks as necessary, often including meeting arranging and travel facilitating.

• Cover for Office PA/Managers holiday or sickness including management of Directors’ diaries, new business administration, filtering communications, travel arranging and office management.

• Answering of phones and delivery of communications in timely and professional manner.

• Manage the CRM databse and act as point of reference for all CRM queries

• General Administrative and HR related duties as and when required.

Marketing Assistant Duties:

• Support production of all external marketing communications

• Assist with production of corporate and charity videos

• Support all online marketing including administration of website.

• Production of e-shots

• Assist with company’s online profiles such as Blogs, Twitter

• Support for general external marketing including presentations and the research accompanying them

• Be point of contact for all marketing enquires filtering and dealing with communications as necessary.

• Manage marketing stock including pens, presentation covers, collateral, bags etc distributing to offices as required

• Completion of marketing reports

• Support sponsorships including building relationships with members, arranging & attending production meetings

• Excel relationships with key marketing, PR and website agencies, involving daily communication, attending meetings and regular project updates

• Tend to senior members of staff when visiting the Bristol Office or events and facilitating arrangements for projects such as photoshoots, blogs and quote supplying.

• Communicating effectively with senior members of staff, enhancing key relationships

Facilitation of Events

• Facilitate national events, including the production and sending out of invitations, collation of RSVPs, producing additional collateral, ensuring correct branding and arranging catering, décor and logistics with event venues.

• Assistance with branding for regional events. This includes preparing pdf invitations and liaison with event PA to ensure they have all correct branding and collateral for event.

Applicants must have a sound PA background alongside a solid level of experience of providing marketing support. Working knowledge of being within a similar position would be advantageous and it is essential the candidate has worked within a professional services environment. Social Media knowledge is vital and is an important aspect of this position. Candidates must be proactive and efficient and willing to travel for this position. A ‘can do’ attitude is pivotal and a high level of communication and organisational skills are required.

Hours: 9am – 5.00pm (flexibility will be required due to travel and the requirements of the role)

To ensure office procedure / practices are adhered to; ISO experience would be useful.

To review administration procedures within the office and ensure that the newly rolled out system procedures are followed

Provide PA support to the Regional Director

Oversee report production

Ensure all project information is collected and input in respect to contracts

Chase Project Managers / Surveyors for missing information and data as required

Assist in managing the Surveyor/ Analyst resource diary

The qualities & experience needed for this position are varied and include:

Experience of similar role, involving managing a busy office, managing a team, reviewing administration practices / procedures, implementing changes & training staff

Understanding of HR procedures (e.g. disciplinary process, interviewing, basic employment law, etc) would be beneficial

Excellent attention to detail & organisational skills and ability to meet deadlines

Ability to work under pressure

Excellent interpersonal and communication skills & a friendly, calm and professional manner

Experience of Microsoft Office essential - Word, Excel, Outlook & PowerPoint