Secretarial Services Coordinator

3 weeks ago

Amersham, United Kingdom Barnett Waddingham Full time

Overview:
**Do you have previous secretarial, executive assistant (EA/PA), or corporate business administration experience? Advance your career with us today**

With over 1500 people across 9 UK offices, we are proud to be a leading independent UK consultancy at the forefront of risk, pensions, investment and insurance. Each individual delivers on our shared values and our commitment to ensuring the highest levels of trust, integrity and quality. We aim to continue our growth by recruiting talented and committed individuals that have the desire to learn and develop. We strive to employ staff who share our values and can bring special skills - enhancing the service that we provide to our clients.

**We are seeking a Secretarial Services Coordinator for a 12 month fixed-term contract to work from**
**any**
**of our UK offices.**

The role of our business area (Secretarial and Operations) is to provide central administration support services to all business areas, employees, and Partners at Barnett Waddingham. In order to provide these services our network of teams include various roles, with all positions united in delivery of professional support services, aligning with the growth and success of firmwide business objectives. This role is dedicated to support the Secretarial Services Manager in delivery of our effective services to the business including, services audits and processes, recruitment, L&D and event planning for the Secretarial services teams. In addition, the role will take responsibility for organising the Secretarial and Ops management team with effective planning, meeting pack/agenda and calendar management to ensure preparedness of business plan and key projects within the teams fast paced roles.

This is a full-time position and will be worked under our flexible-working 'WorkSmart' framework.

**Responsibilities**:
**SSM Support Assistance**
- Support the planning and execution of business projects, supporting across a range of activities as needed. Provision and facilitation of project support to manager and project team members.
- Create and lead weekly review and planning meeting with Secretarial Services Manager, updating support plan, assisting on projects, and providing support to deliver on objectives. Liaising with other colleagues and key stakeholders, managing timelines and implementation plans.
- To provide complete Secretarial event management and coordination working alongside management team re: Annual Away Day, Training sessions, Workshops, Annual mini roadshow.
- Proactively review secretarial administrative processes, consistently implementing or proposing efficiency improvements and establishing new processes when necessary.
- Create monthly data review, report generation and trend analysis reporting for Line Manager.
- Act as liaison contact for the business area to support other business areas within the firm to ensure needs are understood and met.

**L&D**
- L&D support coordination with Line Managers; Research, design solutions and delivery implementation of L&D program for all Secretarial and Ops.
- To act as support ‘buddy’ role for our apprentices within Secretarial, offering guidance on performance, conduct, culture and value and growth of position within BW. Share skills, knowledge and where to find resources and signposting to Line/Senior Managers as appropriate.
- Provision of recruitment process assistance across Secretarial business area.
- Ensure the onboarding/induction schedule for new Secretarial team members, remains relevant consistent and a positive impact to new starters.
- Liaison with Engagement Champions to ensure monthly newsletters and Best Companies action plan are smoothly delivered and connection with L&D Management team.

**Other**
- Proactively represent Secretarial Services in firmwide initiatives and programmes.
- Any other reasonable task as advised from time-to-time.
- Support, Implement and Maintain Information Security procedures and activities in accordance to Barnett Waddingham’s Information Security Policy.

The above is intended to describe the general nature and responsibilities of the role and is not intended to be an exhaustive list of all duties or responsibilities of employees in this role.

Qualifications:

- Advanced Microsoft Office skills, and technically adept at manipulating data within the various software packages, with confidence in learning new technical systems/processes.
- Experience of dedicated Secretary or PA/EA roles, or ability to demonstrate a clear understanding of processes required
- Business Administration Management training, certification or relevant competent experience
- Experience of and confidence in arranging and managing small, medium, and large events
- Flexible and tailored approach in aiding support to multiple groups in addition to direct PA services
- Professionalism in all matters and flexible in their working pattern
- Discretion and confidentiality are essential attributes required i

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