Purpose of the Role To provide a consistent administrative support across the firm. Focussed on a specific department and Partner(s) and broadening that support across the firm regularly and effectively. Collective responsibility for reception, taking responsibility for the client experience both physically at the offices and through correspondence and over the phone. Responsibilities Departmental Support Direct responsibilities to designated Partner(s) and across the firm, providing; diary management, call handling and general support as required. Provide administrative support to a designated team and across the firm including creation, review, and distribution of correspondence and client information. Completion of firmwide digital dictation. Proactive client liaison – confirming appointments, recording data and and log details onto the Microsoft Schedule diary system to ensure optimum time management Handle telephone contact with clients, making appointments etc. Maintain seamless paperless office environment and ensure it is accurate and up to date. Including regular archiving and proactive drive towards paperless office. Utilise firmwide systems including CCH, Fibre CRM, Docusign and several others to maintain accurate and secure data management. Organise lunches and other client contact activities for designated sections. Support with Board meeting attendance and minutes where required Provide Marketing support where required Sorting and Scanning of post and documents for Partners and Departments Train new starters and existing staff on internal procedures, specifically relating to use of technology Reception Support Take an active role on reception covering for periods of the week on a rota basis. This will require permanent physical presence on reception for several days a week, providing seamless front of house experience for visitors and our own people. Preparation and ownership of meeting rooms ensuring an outstanding client experience. Accurately process incoming and outgoing post, deliveries, couriers, and international mail. Ensure parking and external premises are fit for purpose and maintained in conjunction with the facilities team. In conjunction with IT, Support users with meeting room technology and set up. Overall ownership of client meeting areas and staff recreation room including, coffee machine, drinks, weekly stock ordering and liaising with cleaners. Work with IT to manage electronic signing in and out technology. Working with Admin team to maintain stock levels and order consumables, stationery and large meeting lunch orders for the business. Unlock premises ready for office opening. Critical Skills Required: Fully computer literate, including excellent Microsoft Office skills (Outlook, Word, Excel and PowerPoint) Excellent telephone manner with good interpersonal and communication skills Ability to work on your own or in a team Ability to work under pressure and prioritise work effective and efficiently Flexible attitude to work patterns Excellent organisation and administrative skills Accurate data inputting skills and eye for detail Ability to use initiative in terms of decision making Critical Knowledge Required: Good overall business knowledge Knowledge of Financial Planning and financial services Qualifications Required: Essential: GCSEs Experience Required: Essential: Minimum of 3 years in an Administrative role Desirable: Experience as an Administrator in a practice environment Personal Qualities Excellent communication skills Quickly builds rapport and trust Highly confidential Attention to detail Resilient and energetic Achiever and self-motivated, deliverer Organised Creative Analytical – quick thinker Job Requirements Live within commuting distance of Banbury Full time office-based role. With reduced access to flexible working in comparison the other roles due to the nature of the position.