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Administrative Support Worker

5 months ago

London, United Kingdom CMF Recruitment Services Ltd Full time

This exciting opportunity is to provide PA support to the Head of Sustainability of a building services engineering consultancy, based in the City of London within walking distance of Bank and Liverpool Street Stations.

We are looking for an executive PA with experience of working meticulously with a high level of attention to detail.

You will be in a position of supporting our client who experienced a head injury in 2021 and suffers from ongoing post-concussive symptoms.

You will provide administrative support to the client as well as diary management.

The job role requires relevant skills such as I.T. and administration and organisational skills as well as the ability to multitask and work well under pressure.

**About you**
- Excellent timekeeping
- To have impeccable memory recall with ability to refer back to tasks and their relative projects
- Strong admin and PA skills
- High Level of reliance
- The ability to accept and understand instructions
- A high level of accuracy and attention to detail
- Confident in MS Applications such as Teams, Outlook, Word, and PowerPoint
- 60words pm standard typing speed
- Helpful attitude and can take initiative to complete tasks
- An ability to work alongside various staff within the organisation
- The ability to take high level notes in meetings especially in relation to dates and planning
- Specifically, you will be involved with:

- Most of the work involves both written and oral communication to help the client to fulfil her role managing several projects and staff members.
- Interest in the built environment and sustainability is not essential but is desirable to develop a good understanding of the work that the client does
- Ability to adapt while working in the office or on-site locations
- The successful applicant will require a DBS check

**Key Roles and Responsibilities**
- Ensure the Client:

- Attend meetings with client and observe conversations throughout the working day, taking note of the salient points and agreements and ensure they are incorporated into the working day of diary.
- Prioritise the urgency of tasks and meetings and ensure respective colleagues and clients are aware of any adjustments
- Ensure notes are written up and sent to the appropriate parties regarding deliverable dates (in relation to date of issue of reports, calculations and or drawings.)
- Schedule and amend meetings and book meeting rooms and conference facilities when necessary, ensure IT set up
- Support client with administrative tasks that are easily forgotten and can take a disproportional amount of time, such as logging timesheet, submitting expenses and approving staff holidays.
- Organise and maintain filing and other office systems as well as any computer-based information.
- Ensure meeting notes are scanned and documents are filed into the correct folders to allow client to locate them easily.
- Reduce client’s risk of sensory overload by taking messaging on her behalf or adjusting the format of documents
- Assist client in compiling reports to clients, organisations, and/or industry-specific awards by printing paperwork, modifying formats (greyscale, gridlines removal, etc) to have legible fonts (line spacing, sans serif), or directing to the location of documents on our company SharePoint
- Actively assist client in managing workload to not commit to unrealistic timeframes or get overwhelmed with forgotten work elements
- Liaise with staff in other departments and with external contacts
- Notify colleagues/clients and provide support when client is unavailable or experiencing neurological difficulties and concussion-related symptoms
- Ensure clear instructions are provided for travel to on-site meetings. Ensure travel is undertaken with sufficient time to reduce fatigue, avoid arriving late, getting lost, or arriving to the wrong location.
- Develop a system to facilitate client’s understanding of commitments and provide frequent reminders
- Plan and book travel, accommodation, and meetings at the client’s instruction.
- On occasion, support client outside London or overseas.

**About the client**
- Experienced consultant for sustainability of the built environment
- Head injury, resulting in short-term memory loss - particularly regarding agreements of time keeping, planning, scheduled meetings and deadlines, navigating through folder structure
- Neurological difficulties and post-concussion-related symptoms

**Working hours**
- This position is initially for up to 21 hours per week working Monday to Friday, 8:30 AM to 12:30 PM in the Client’s office in the City of London

**Wages**
- You will be paid £14.35 per hour
- Tax and pension contributions will be made

**Job Type**: Part-time
Part-time hours: 21 per week

**Salary**: £14.35 per hour

Schedule:

- Monday to Friday

**Experience**:

- Administrative: 3 years (preferred)
- Disability awareness: 3 years (preferred)

Licence/Certification:

- Dbs (preferred)

Work Location: In person