Bruton Knowles

  • Administrator

    Job Locations UK-North Somerset
    Posted Date 2 weeks ago(05/10/2018 09:16)
    ID
    2018-1109
    # of Openings
    0
    Category
    Administrative/Clerical
  • Overview

    This is a full-time role working from the Hewish Office although the main Bruton Knowles location is in Taunton.

    The purpose of the job is to provide a high standard of administrative support including audiotyping and administration support to the team. There will also be the opportunity to develop and refine office systems and assist with the co-ordination of the team’s activities and achievement of its business objectives.

    The job will require someone who has a proven track record in organising their own personal workload and responsibilities, the ability to determine priorities and consistently meet deadlines, providing an effective and efficient platform for the team to operate successfully. Strong audiotyping skills are essential.

    Qualifications

    The successful candidate is likely to have at least an NVQ Level 3 or 4 in administration or equivalent.

    Essential Criteria:

    • Friendly and communicative and used to working in a busy and dynamic team environment
    • Confidential and discreet. Capable of handling sensitive information and confident.
    • Able to work in a structured and timely fashion with the ability to prioritise work and meet tight deadlines.
    • Accurate written communication skills with good attention to detail. . Responsibility for high quality reports and correspondence, must have good language and formatting skills.
    • Excellent oral communication, interpersonal skills and telephone manner. Motivated and enthusiastic with experience and initiative. Able to add value to the office’s service delivery.
    • Excellent IT skills and a highly proficient and experienced user of all Microsoft Office programmes, with excellent numeracy and spread sheet skills.
    • Capable of learning new IT packages quickly including Changepoint and able to operate bespoke property software.

    Responsibilities

    • Diary management and co-ordinating team movements, arranging meetings and appointments including minute taking, fielding telephone calls such as ad Hoc landowner Queries that need to be routed to a Surveyor and co-ordinating appointments.
    • Working with support staff in other BK offices to assist or delegate as required by workflows.
    • Devising and maintaining office systems, including data management (OC3 Land Registry data), assisting in auditing of various work streams and ensuring Electronic Filing Systems are being maintained (Creation of PIL Folders and ensuring Surveyors are filing correctly).
    • Maintain absolute discretion when dealing with confidential data.
    • Screening phone calls, enquiries and requests including the OSPES Hinkley phone, and handling them when appropriate, passing on to appropriate professionals as required.
    • Meeting and greeting visitors at all levels of seniority, organising meetings and refreshments.
    • Dealing with incoming emails, and corresponding.
    • Audiotyping of reports and correspondence including surveys and property cost estimates. Printing and preparation of reports and correspondence. Filing and post duties.
    • Making telephone calls to landowners to communicate access for survey arrangements and maintaining spread sheet.
    • Creating and issuing mail merge letters.
    • Liaising with clients, suppliers and other employees.
    • Assist with debtor management and preparing forecasts and business plans in conjunction with input from senior fee earners and chasing them when required.

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