Administrator - Planning

2 weeks ago


Birmingham, United Kingdom Lambert Smith Hampton Full time

Key focus of job:

 Provide a proactive, professional, accurate and efficient administrative support service to the Planning, Regeneration + Infrastructure (PR+I) team in Birmingham (with remote support to other offices as required) in order to meet demanding timescales and requirements of clients. Relieve Planners and Surveyors of desk based administration tasks to enable them to focus on their fee earning activities. To act as a conduit on business generation initiatives with the bid teams and marketing to ensure a high quality and consistent approach to the business generation initiatives including preparation of tenders/pitches as part of the team. Main tasks: Assisting Directors in collation of monthly fee reporting and ad hoc data collation as required along with business support required for updating Board reports and other Group reporting. Utilising internal systems (Ebis) to open new jobs, produce invoices and monitor and deal with disbursements Reporting to and working with Divisional Head of Administration Acting as liaison and point of contact in respect of incoming calls to the PR+I Team.  Producing accurate letters and reports in both hard copy and electronic formats as required from audio dictation or formatting and amending documents produced by others, ensuring all work produced is to LSH requirements and to agreed deadlines. Updating internal databases (Prism) with information as required  Opening new files for the team in accordance with divisional requirements (both electronic and paper based as required) and utilising in-house systems to check conflicts of interest  Undertaking day to day administrative tasks within the Department including photocopying, scanning, filing of documents, production of OS Maps  Printing and collating reports, binding and producing electronic versions to particular 2 client requirements using PDF software  Maintaining efficient filing systems in accordance with internal business management systems standards (Quality Assurance) and dealing with archiving of files on a regular basis  Managing key contact and client targeting data for business generation purposes  Attending team meetings and reporting updates on all housekeeping matters related to internal debt/disbursement management if appropriate and updates on internal audit/compliance for the respective teams.  Assisting in bid preparation when required in either Word, Excel or PowerPoint formats  Providing ad hoc administrative cover to other teams during busy periods and holidays  Any other reasonable duties commensurate with this level of post. Key Skills/Competencies:  Technical Skills Thorough working knowledge of IT systems, particularly of Microsoft packages including Word, Excel, PowerPoint and Outlook as well as Adobe Acrobat  Capable of working under strict timetables and dealing with a heavy and demanding workload  Customer Focus Demonstrates and understands the requirements of the customer  Confidently deals with enquiries from clients and the general public  Communication Skills Confidently expresses a personal view on a situation and is able to share their experience and ideas with the rest of the team  Demonstrates a commitment to self development  Speaks to others with ease and clarity  Personal Qualities Presents a professional image when dealing with clients  Demonstrates ambition and commitment to self development  Analytical Reasoning Demonstrates good attention to detail by regularly producing carefully prepared, accurate work  Uses thorough and effective data gathering techniques in all aspects of the work  Organisational Focus Demonstrates knowledge of the services provided by LSH Group  Able to co-ordinate busy workload and manage surveyor’s diaries and meetings  Interpersonal Skills Demonstrates co-operation and willingness to work with others  Demonstrates good, confident social behavioural skills  Able to work within a team environment, as well as on their own initiative

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