Office Support Executive

6 months ago

Exeter, United Kingdom Arbuthnot Latham Full time

***

**This role is open to internal applicants only**
- Support the Head of Exeter Office in terms of business management & administrative support.
- Provide front of house reception to the Exeter office, ensuring a 5-star service is delivered to clients, guests, and colleagues in the relevant offices.
- _Where applicable, to place the interests of customers at the centre of all activities, act in a way that is consistent with achieving good outcomes for consumers; and_
- _to comply with the FCA and PRA's Conduct Rules._

**Key Responsibilities**:
**_ Client service and office administration_**_ _
- Meet and greet all visitors to the office, delivering a 5-star front of house service to clients, guests, and colleagues. Provide clients and staff with an impeccable standard of service throughout each working day, striving for excellence at every opportunity.
- Management of Office stationery, kitchen supplies and AL Branded stationery/equipment.
- Manage Car Park rota and act as main office liaison with The Senate security officer.

**_Ops & Infrastructure (linking to IT)_**
- Ensure effective collaboration with internal & external suppliers & partners to meet business needs & ensure appropriate delivery of service levels.
- Point of contact for all IT day-to-day requirements related projects (where required), ensuring IT operational office and all staff needs addressed. Regular liaison with IT department.

**_Planning & Business Improvement _**(linking to corporate strategy)**
- Assist the business, as directed by the Office Head with internal functional project and local continuous improvement.
- Maintain an awareness of external & competitor trends relevant to the function & use to enhance our offering.
- Participate and co-ordinate in office events, managing local suppliers and professionals as appropriate.
- Network with local business introducers at office events.

**_Service quality (linking to Marketing & Client Communications)_**
- Manage front of house meeting rooms and reception area, setting up and clearing as necessary for meetings and events.
- Coordinate with other relevant areas to deliver seamless client services.
- Become a champion of the brand and related standards.
- Support other areas to produce high quality and effective communications and material for internal and external clients.
- Help develop & maintain relevant intranet & website content.
- Support Exeter office in the planning, organising, co-ordination and delivery of client facing events, marketing/sponsorship activities and promotional initiatives aimed at raising the profile of the Arbuthnot brand in the Region and delivering first class client experiences.

**_Team Admin _**(**_linking to all other areas)_**
- Manage the action of items that originate from internal committees (e.g., Board, Exco, Risk) to ensure that key deliverables are achieved within set time frames. (Bristol office only).
- Collate, prepare, and distribute appropriate briefing materials for key deliverables, ensuring that appropriate follow-up actions are taken.
- Take minutes at monthly office meet and assist Head of Office with follow up actions.
- Book travel for office and department heads.
- Manage Exeter Office Fire and First Aid representatives, booking courses as required.
- Point of reference and link between PB, WP, CB & Support teams (e.g. where relevant: Lending, Marketing, CST and MOST) in Exeter.
- Support all aspects of recruitment process from initial paperwork to formal interviews etc.
- All office administration - organisation of office Training (internal & external), Holiday List etc.
- Deal with Office Suppliers i.e., management, control and review.
- Liaise with Real Estate and Facilities Manager with reference to Property Management and Office Suppliers i.e., management, control and review.
- Liaise with Real Estate and Facilities Manager with reference to deal with Property Management and Office Suppliers i.e., management, control and review.
- Ensure Exeter logs for Gifts and Hospitality is up to date..
- Exeter office - liaise with Health and Safety representative for Exeter Office.

**_Support to Head of Exeter_**
- HR liaison for the above.
- Coordination of on-site training for Exeter Office.
- Support and coordination for the Exeter Management/Leadership Team.

**_Financial Control_**
- Track business performance and liaise with Finance to ensure costs and income are on track to help meet team goals.

**_Risk_**:

- First Line of Defence (FLoD) checking of: 1st Aid equipment, Clear Desk policy and Locked Tin box.
- Responsible for managing risks inherent to the role by diligently observing internal policies and procedures.

**Person Specification**

***

**Key Interfaces**:

- All teams in the Exeter Office, including Management/Leadership Team
- Finance
- Facilities Team
- Clients and visitors to the Exeter Office

**Knowledge/**Experience/Skills**:

- Relevant experience undertaking a similar role.
- Good computer skills,

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