Secretary & Receptionist

Overview:
**Do you have previous office administration, secretarial/reception or customer service experience?**

With over 1500 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 with the desire to learn and develop. We strive to employ colleagues who share our values and can bring special skills - enhancing the service that we provide to our clients.

**We are recruiting for a temporary Secretary and Receptionist (initially 3 month FTC/temp) for the Glasgow office to support with both back office and front office activities. This is an office-based role with some flexibility. The role may be extended or could lead to permanent opportunities.**

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. The purpose of this role is to provide key and fundamental Secretarial central services in our local office team. In addition this role will help support other secretarial services roles or projects, where required, assisting the wider business area objective of delivering high quality services to the business.

This role reports to the Secretarial Team Supervisor and Regional Office Manager or to the Regional Office Manager and Secretarial Services Manager according to the office Secretarial team structure.

**Responsibilities**:

- Processing Incoming/Outgoing post, scanning of documents and distribution to relevant people or teams. Ensuring safe practice of mail handling is followed.
- Claiming and processing Secretarial service requests from our Secretarial TickIT system (request log). This will include processing requests including but not limited to;
- Arranging couriers
- Making travel and accommodation bookings for employees
- Creating purchase orders
- Document processing, including printing, sorting, formatting and binding
- Billing requests
- Monthly Expenses Reconciliation for Secretarial Management Team and other colleagues as required.
- Stationery stock control and ordering for the Local office.
- Secretarial Team Meeting arrangements; booking/calendar invites, agenda preparation with local team, taking minutes and sending out in timely manner.
- Secretarial support to Secretarial Team/Additional Project Work.
- 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:

- Experience of previous secretarial or administration roles, or ability to demonstrate a clear understanding of processes required
- Experience of using database systems
- Maths and English GCSE standard or equivalent
- Experience of working in professional services environment, or ability to demonstrate a clear understanding of culture, behaviour and conduct required
- Flexible and tailored approach in providing assistance support to a larger Secretarial Team
- Previous experience in Billing, Expenses Reconciliation preferred, but not necessary
- Ability to maintain professionalism in all matters, as well as being flexible in their working pattern
- Discretion and confidentiality are essential attributes required in service delivery
- Experience using customer service ticket requests systems an advantage
- Experience using soft phone systems and internal messaging systems desirable

What's in it for you?:
**Core & Flexible Benefits**:

- Competitive discretionary annual bonus
- Core benefits paid for by BW including life assurance, group income protection, private medical cover and 25 days holiday per year with holiday trading
- A generous pension scheme where we contribute 8% of your salary from day one of your employment
- Employee Assistance Programme to support you and your family through any concerns or challenges you may experience
- A comprehensive range of voluntary benefits to suit your life stage and lifestyle including a tech scheme, cycle to work scheme, dental cover, healthcare cash plan, health assessments, critical illness cover, extension of private medical cover or life assurance to family members, gym membership, travel insurance and a broad range of discounts at hundreds of retailers including supermarkets, fitness centres, trav