Job Title
Secretary / Receptionist [Maternity Cover : 9 - 12 Month Contract] (CS005866)
Salary
Disclosed
Location
Wooburn Green, Buckinghamshire.
Start Date
ASAP
Reference
CS005866
Benefits
  • Parking Facilities
Contact
Apply for this job
Specifications: 

Our client, an established firm, is seeking a Secretary / Receptionist (for a 9–12 month maternity contract) to provide full administrative and secretarial support to the Directors, as well as providing reception support.

RESPONSIBILITIES TO INCLUDE:-

Administrative / Secretarial

  • General letters and documents
  • Sorting Director’s post, putting into action specific items as necessary
  • Generating monthly invoices and  keeping a record of invoices sent to clients
  • Setting up new clients, amending details accordingly, as well as uploading the Statutory Books to First Order if required
  • Formation of new companies through an external consultant as and when required
  • Confirmation Statements : generating a summary of information and invoice, sending to client for signature and upon return filing electronically with Companies House
  • Keeping Statutory Books up to date, Companies House filings and preparing minutes
  • Liaising with HMRC when required
  • Office facilities for clients – scanning, e-mailing post, posting cheques, forwarding correspondence as necessary
  • General administration – Letters of Engagement, bank audit letters, follow-up letters, contacting clients for records, photocopying, filing, scanning, archiving

Reception Support

  • Meeting clients in a polite and friendly manner and dealing with their requests
  • Making clients feel comfortable and offering refreshments
  • Opening post on a daily basis, scanning and distributing to the relevant person
  • Answering incoming calls in a timely and pleasant manner and dealing with them accordingly
  • Franking outgoing post and completing necessary documentation for Special Deliveries etc.
  • Organising couriers when needed
  • Organising working lunches when needed
  • Ensuring kitchen supplies are available at all times, i.e. milk, orange juice etc.
  • Audio and copy typing, generating letters and documents
Special Requirements / Additional Information: 
  • Previous secretarial, administration and reception experience (essential)
  • Company Secretarial and Companies House experience (desirable)
  • Confidence at communicating with clients, directors, managers and colleagues
  • Ability to prioritise workload and manage time effectively
  • Good all round IT skills (essential)
  • Familiarity of Microsoft Office products
  • Ability to learn new software packages
  • A smart and professional appearance
  • Dealing with clients both in person and on the telephone, directing them accordingly