Secretary

5 months ago

Cardiff, United Kingdom MHA Full time

**Job Title** - Secretary / PA

**Office** - Cardiff

**Who we are**

Here at MHA, we take the time to create great relationships with our clients to become not just their trusted advisers, but valued partners that face the future together.

As a Top 13 firm of chartered accountants, tax and business advisers, we work in partnership with clients ranging from entrepreneurs and individuals to multi-national corporations. We work together to navigate an ever-changing business world and proactively identify the opportunities that tomorrow presents.

Leveraging our national network of offices, we offer a comprehensive range of financial and business strategy services to clients across the UK, enabling them to achieve profitable growth and build sustainable long-term success.

As a member of Baker Tilly International, we have a global reach that allows us to offer our insight and expertise wherever our clients need us to be. We believe this makes us a national and international partner of choice for entrepreneurs and multi-national enterprises across the world.

Our agile and responsive approach means we are always on hand to have the right conversations about with clients at the right time, allowing us to identify their goals and business needs both now, and in the future.

**Purpose of the Role**

To provide secretarial and administrative support to Partners and their Managers

**Main responsibilities**

**Support to Partners**-
- Outlook diary management for Partners to include room bookings at 2LWP for client/contact meetings; travel arrangements; hotel bookings; booking restaurants; booking external venues for team or client meetings as requested- Field telephone calls for Partners, take messages and act where appropriate- Action invoices and expenses for Partners- Assist Partners with background research on clients / potential clients if required.- Amend and format proposal documents (Word / Excel) and presentation documents (PowerPoint) on request from Partners (or Managers where they are working for the Partner) - including proof-reading- Collate mail shot letters and marketing materials for Partners using extracts from CCH/VPM- Assist Partner(s) with project work if requested- Assist AML Partners and related team with company AML procedures etc.

**Administration**- Carry out administration duties including (but not limited to) photocopying, printing, scanning, faxing, archiving, and retrieving files, locating missing files, binding of documents, mail redirections for clients- Communication of faults to relevant Admin Team to include IT, telephone, photocopier, air-conditioning, kitchen problems- Prepare engagement letters as instructed by Partners/Managers and take relevant action as required- Ensure fee invoices/bills are prepared and printed on request from the Partners/Managers- Typing - via shorthand notes or by taking instructions, audio, or copy - letters, accounts, file notes, reports and bills including digital transcribing and issuing of letters from system templates- Complete Anti-Money Laundering (AML) forms following Firm’s AML procedures which may include running or arranging checks on the electronic system (currently LexisNexis/URU) for review by the Partner/Manager as required. Request photographic identity or other documents as required from the client- Return of client records if required by Partner/Manager.- Arrange and attend meetings and take minutes, arrange room bookings and agendas- Prepare paperwork for team meetings when requested- Update VPM / CCH for contact and client details where these are new / amended / need deleting (upon request from Partner/Manager).- Prepare reports (Excel) for Partner/Manager from time recording system (CCH), when required.

**Liaison with Clients and Contacts**- Be available to meet and greet clients and contacts in reception for Partners and Managers - for events, seminars, courses, meetings or to take delivery of client documents.- Manage the return of client books if required to do so.- Take calls / messages from clients and make calls to clients as is required to fulfil the duties above (administration only, not advisory).- Liaising with different functions in the London office and the wider firm (e.g., IT) as required.

**Ad Hoc Duties**- Provide cover for reception/switchboard if required- Cover duties where possible for colleague in their absence- Assist/support another member of the Secretarial Team if required

**Qualifications and Skills**- Experience in an office environment with a proven track record of providing administration assistance to individuals and to a team (guideline - 5 years minimum)- Excellent accuracy and attention to detail- Positive and assertive manner- Ability to work under pressure when managing several deadlines- Excellent communication skills and high standards of grammar - verbal and written- Proven ability to deal with clients, Partners, and all levels of staff.- Excellent organisational skills using a methodica

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