Office Support Executive - Bristol, United Kingdom - Arbuthnot Latham

Arbuthnot Latham

Verified Company

Bristol, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

- This exciting and newly created role will support the Head of Bristol Office in terms of business management & administrative support.

Key Responsibilities:

Operations & Infrastructure (linking to IT):

Help to optimize use of relevant IT systems. Deliver efficient processes that meet the balance of needs between client experience and efficiency within an agreed risk appetite.
Ensure collaboration with internal & external suppliers & partners to meet business needs & ensure appropriate delivery of service levels.
Point of contact for all IT related projects, ensuring IT operational office and all staff needs are addressed. Regular liaison with IT department.

Planning & Business Improvement (linking to corporate strategy):- Assist the business, as directed by the Office Head with internal functional project and local continuous improvement. Help to ensure all change is delivered and embedded within time, quality and cost parameters.

Maintain awareness of external & competitor trends relevant to the function & use to enhance offering.
Participate in office events, network with local business introducers and professionals as appropriate.

Service quality (linking to Marketing & Client Communications):

Coordinate with other relevant areas to deliver seamless client services.
Become a champion of the brand and related standards.
Support other areas to produce high quality and effective communications and material for internal and external clients.
Help develop & maintain relevant intranet & website content.
Involved in Client events - attending & assist in planning, setting up e.g., IT needs.

Team Admin (linking to all other areas):

Oversee and monitor the collation of all functional MI, analyze trends and proactively drive remedial or improvement actions.
Manage the action of items that originate from internal committees (e.g., Board, Exco, Risk) to ensure that key deliverables are achieved within set time frames.
Collate, prepare and distribute appropriate briefing materials for key deliverables, ensuring that appropriate follow-up actions are taken.
Point of reference and link between PB, WP, Cml & Support teams in Bristol.
Supporting all aspects of recruitment process from initial paperwork to formal interviews etc.
All office administration organization of office Training (internal & external), Holiday List etc.
Deal with Office Suppliers i.e., management, control and review.
Property management role liaising with internal facilities team on regular basis.
Ensuring Bristol logs for Gifts and Hospitality are up to date.
Health and Safety point of contact and lead for Bristol Office.
Welcoming clients and visitors to the office.

Support to Head of Bristol:

Bristol HR liaison for the above.
Coordination of Disaster Recovery for all Bristol Office.
Coordination of training and regular reading for Bristol Office.
Support and coordination for the Bristol Management Team.

Financial Control:

Track business performance and liaise with Finance to ensure costs and income are on track to help meet team goals.

Risk:

Responsible for managing risks inherent to the role by diligently observing internal policies and procedures.

Key Interfaces:

All teams in the Bristol Office, including Bristol Management Team
Finance
Facilities Team
Clients and visitors to the Bristol Office

Person Specification:
Knowledge/Experience/Skills:

Relevant experience undertaking a similar role.
Good computer skills, including data extraction, analysis, report writing.
Understanding of financial service beneficial.
Excellent written & spoken communication skills. Ability and confidence to deal effectively and professionally with people across the business.
The individual should demonstrate an ability to work in a methodical, logical and accurate fashion. Must be conscientious and diligent in their work to ensure high levels of accuracy.
Excellent time management, organizational & administrative skills, ability to work under pressure, responsible, proactive, dedicated and consistently able to achieve results. Remains motivated and confidential at all times. Ability to act on own initiative.
An understanding of operational risk and compliance.
Attention to detail, quality, high standards, and controls.
Flexible working style, ability to work well in a team environment.
Sense of urgency when required and an ability to prioritize in a busy and demanding environment.
Excellent communication skills, both written and verbal with a positive attitude.
Capable of working under pressure and using own initiative and with minimal supervision.
Ability to handle multiple tasks simultaneously whilst remaining flexible, proactive and efficient.
Aptitude for learning and willingness to develop & expand role where required. Demonstrate, through words and behaviors, a