Assistant to Directors

3 days ago


Newcastle upon Tyne, United Kingdom Jackson Hogg Recruitment Full time

**Main Duties and Responsibilities**:

- Manage and schedule the annual cycle for Board Meetings, Investment Committee Meetings, Management Meetings, Consultancy Meetings and Financial Planning Forum Meetings.
- Collate and circulate Board papers in a timely fashion, take minutes and actions at the monthly Board Meeting and any other related meetings such as AGM, Strategy Days etc.
- Prepare and distribute agenda and take minutes and actions at the monthly Consultants Meeting.
- Take minutes at the monthly Management Meeting, updating the Action Tracker.
- Manage the MD’s Outlook calendar which includes arranging meetings, booking meeting rooms and ensuring that supporting documents are provided in advance.
- Arranging Zoom and Teams calls.
- Liaising with and booking external venues for off site meetings and facilitating on the day of the event. Liaise with external providers in terms of catering for meetings, where appropriate
- Understanding the MDs tasks and projects and maintaining his ‘To Do’ list.
- Answer incoming letters and produce routine reply correspondence, scanning to the appropriate filing systems where applicable.
- Arrange travel and accommodation for the MD and Board members where required.
- Keep the MD’s Continuous Personal Development (CPD) records up to date, ensuring that he is on target to meet the annual hours’ requirement.
- Maintain the MD’s record of expenditure
- Ensure New Starter and Staff Leaver forms are sent to IT and followed through to conclusion.
- Updating the intranet as to new starters and leavers
- Liaise with Accounts to ensure New Starters and Leavers are added / removed from Payroll accordingly.
- Compile offer letters and employment contracts for any new members of staff.
- Arrange induction meetings with department managers for new members of staff
- Deliver the new starter induction meeting, update and issue the new starter pack and ensure the return of signed documents where requested, verification of ID and pictures for the website.
- Obtain references for new employees and respond to reference requests for ex-employees.
- Managing the company travel pass scheme and arranging parking permits
- Preparing salary sacrifice and salary increase correspondence.
- Manage the staff sickness procedure ensuring that Return to Work forms are processed, monitoring employee sick leave and updating the Accounts department in terms of payroll deductions
- Update the Intranet with the annual holiday entitlement for each member of staff at the start of the year.
- Updating the Staff Handbook, Fire Procedures, Company Organisation and Disaster Recovery records where necessary.
- Work with the MD to co-ordinate departments, tasks and projects in an operational liaison capacity.
- Liaise with the Caretaker / Gardener and other parties as necessary to coordinate facilities management work ensuring it is carried out to a satisfactory conclusion; authorise associated invoices for the accounts department.
- Support the Directors and General Manager with the management of health and safety in the workplace; ensure staff are given a health and safety induction; plan for routine testing of evacuation plans in case of fire or emergency and update plans as necessary; ensure routine inspection and testing of equipment (PAT testing) and that defects are promptly addressed; maintain the first aid box and accident book.
- Any other duties that may be required to fulfil the requirements of the role - ad-hoc projects and duties, personal support for the MD (including keeping his coffee flowing) and auxiliary support to the General Manager.

**Skills & Knowledge**:Strong Personal Assistant/Secretarial Skills including the following:
- A high standard of verbal and written communication skills
- Considerable experience of taking minutes within meetings at various levels of seniority
- Excellent organisational and time-management skills
- The ability to multi-task and prioritise to meet deadlines
- Proficient keyboard skills
- Confidence with a range of computer software
- A good command of English grammar and spelling
- Accuracy and attention to detail
- Good literacy and reasonable numeracy skills
- Confidentiality and integrity
- A knowledge and experience of financial services and in particular Independent Financial Advice will be advantageous
- Proficient in Microsoft Office products (Outlook, Word, Excel, PowerPoint, and SharePoint / Teams
- A positive outlook and being fun to work with will help
- Initiative

**Job Types**: Full-time, Permanent

**Salary**: £25,000.00-£32,000.00 per year

**Benefits**:

- Company pension
- On-site parking

Schedule:

- 8 hour shift

Work Location: One location


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