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PA/SECRETARY (12 mth maternity cover)

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London Scottish Bank / Robinson Way Jobs

Posted By: London Scottish Bank / Robinson Way
Address:
- Quays Reach
- South Langworthy Road
- Salford Quays
- M50 2ZY
Contact: 0161 830 2560
Date Posted: 8th Dec 2008
Salary: £20,000 to £22,000 plus benefits
Location: Manchester (Salford Quays)
Reference Code: PA/RW
Views Since Posting: 17
Full Description:

Robinson Way is the successful debt collection division of London Scottish Bank and we are looking for an experience PA/Secretary to cover maternity leave from mid October 2008 for a period of 12 months.

ROLE PURPOSE

• To provide comprehensive PA support to the Managing Director.
• To provide comprehensive secretarial and administrative support to the Sales Director and Account Directors.
• To provide support from a central office in Salford Quays, including word processing, correspondence (for dispatch via both e-mail; and traditional methods), sales reports, memoranda by way of copy-typing and shorthand transcription.

KEY ACCOUNTABILITIES : MANAGING DIRECTOR

• Responsible for all MD’s correspondence; inbound, outbound and electronic distribution.
• Responsible for arranging and confirming MD’s appointments both internally and externally with clients/business contacts.
• Responsible for arranging Executive Management meetings (up to 12 months in advance) based around LSB Main Board meeting schedule.
• Responsible for the production and circulation of the Executive Management Board file.
• Responsible for the production and debt purchase support documents and transmission to enable transfer of purchase funds.
• Responsible for the production of confidential PowerPoint presentations.
• Responsible for maintenance of confidential filing.
• Complete accurate Visa return and expenses claim forms.
• Invoice control.

KEY ACCOUNTABILITIES : SALES

• Production and circulation of debt purchase documents and to support formal submissions where required, ensuring liaison with Sales Director/Account Director’s, to allow completion of submissions professionally and on-time whilst also enabling timely funds transfer to seller.
• Responsible for all Sales correspondence; inbound, outbound and electronic distribution.
• First line telephone contact with existing and new clients; i.e. dealing with new business sales calls and assisting existing clients in the correct direction of their query calls.
• Responsible for the circulation of Client Contract/Terms and Conditions documents.
• Responsible for the production and circulation of new business Tender documents (hard copy and on-line).
• Responsible for the production of PowerPoint presentations based on Tender submissions and other sales opportunities.
• Responsible for the overall maintenance of Client Database with a remit to update with input from all the Sales Team in May and November annually.
• During periods where the MD, SD or any Sales Team members are absent or on leave, responsibility for checking e-mails/correspondence periodically, responding and circulating appropriately to clients or key personnel respectively.

KEY ACCOUNTABILITIES : DUAL

• Responsible for arranging and ensuring the smooth running of client hospitality events.
• Responsible for arranging business travel i.e. flight/rail tickets and hotel accommodation when necessary.
• Annual production of paper and electronic copies of the client database for backup purposes – to be held by the Business Continuity Manager.
• Keeping concise and comprehensively logged diaries and brief “at a glance” itineraries for internal distribution.
• Collate holiday and mileage information for Payroll Advice.
• Liaison with Site Services
• Responsible for maintaining all departmental filing, including sales related QMS documents, photocopying and faxing.

KEY RESULTS AREA

• The role holder is expected to ensure all administrative functions resulting from MD, Sales Director and Account Director's activities are managed smoothly, ensuring minimum input from all other parties.
• The role holder is expected to adhere to tight client led deadlines, e.g. during Tender production.

WITHIN THE DEPARTMENT

The role bridges our head office in Salford Quays and the Sales Team who operate nationwide.

The role necessitates being in almost constant contact with team members, in order to relay client/business developments within Head Office and to keep the team informed of which key operational personnel are/are not available at any given time.

The above actions are critical to the Sales Team as they are often out of office and can find difficulty in contacting key personnel from their remote locations.

The Key Skills:

The successful applicant must have strong organisational skills and communication skills to deal with people at all levels. You should have good PC skills including Word, Excel, Powerpoint, Outlook, Acrobat amd Visio. The ideal candidate will be able to use their initiative to prioritise and be assertive when required whilst possessing a calm demeanour and using discretion.

The Hours of Work:
9am to 5pm Monday to Friday

The Salary:
£20,000 to £22,000 dependant upon experience.