Secretary (Business Support Specialist)
| Posting date: | 02 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Benefits |
| Hours: | Full time |
| Closing date: | 02 May 2024 |
| Location: | UK |
| Company: | Hollis |
| Job type: | Permanent |
| Job reference: |
Summary
The Vacancy
The role of a Business Support Specialist is to provide direct support at Director/Senior Associate level and within the Regional Hubs, providing document and report production. You will take responsibility producing documents to a high standard and within agreed SLAs. You will provide day to day administrative support for your allocated Directors/Senior Associates. You will be a key part of your Regional Support Hub, working as a team to complete document requests from Fee Earners located within your region.
This role will require someone to be based in the office full time with one day working from home.
We are currently recruiting for the following offices: Glasgow, Manchester, Leeds, Bristol and Ashford. When submitting your application, please state which office you are applying for.
The key responsibilities for the role:
- Provide administrative support to allocated Directors/Senior Associates, this may include diary management, processing of expenses, travel bookings and other ad hoc tasks.
- Manage the lifecycle of tasks from allocated Directors/Senior Associates through to completion.
- Production of documents/reports from Fee Earners allocated to the Regional Hub. - Show initiative within the shared workflow to complete tasks in order of priority and ensure deadlines are met.
- Provide excellent client care to fee earners within regional hubs, assisting with upload of tasks to Hollis Flow, providing guidance where needed.
- Provide updates for fee earners on progress of tasks and deadline management where appropriate.
- Produce all client documents and reports to a high standard.
- Create and amend documents from mark ups.
- Produce all documents using Hollis house style and ensure they are formatted correctly.
- Troubleshoot problem documents.
- Manage any changes to house style (rebranding, etc).
- Preparation of draft emails.
- Proof reading documents for quality.
- Creation and ongoing maintenance of document templates as part of the template administrator team.
- Collating fee earner updates for regular client update reports. Resetting the reports on the system and ensuring fee earner updates are uploaded in time for creation of the report.
- Managing deadlines and ensuring all updates are collated by the client deadline.
- Ensure the appropriate use of version control.
- Ensure all documents are saved into the DMS.
- Use dictation workflows to transcribe emails, letters, etc.
- Produce reports according to the service standards.
- Ad hoc tasks may be delegated by Service Co-Ordinators/PAs.
- Provide support to all operational teams including CV production, Presentations, Visio, HR templates, BD, DT.
- Support the wider support team with ongoing recommendations for improvements to the service offering.
- Support Digital Transformation with testing Office upgrades, Template solutions.
Experience, Skills & Qualifications required:
- Previous experience within a similar professional services role, ideally within the same industry
- Office 365 particularly Microsoft Word, Excel and PowerPoint.
- Excellent communication skills and attention to detail.
- Experience working with a document management system (SharePoint would be beneficial).
- Experience using dictation and workflow tools.
- Friendly and approachable.
- A team player, ability to demonstrate company values.
- Excellent client service skills.
- Ability to work to deadlines and meet KPIs for document turnaround.
- Strong organisational skills and ability to multi-task under pressure.
- Fast and accurate typing skills.
- Microsoft Office Specialist or equivalent certification would be beneficial
The role of a Business Support Specialist is to provide direct support at Director/Senior Associate level and within the Regional Hubs, providing document and report production. You will take responsibility producing documents to a high standard and within agreed SLAs. You will provide day to day administrative support for your allocated Directors/Senior Associates. You will be a key part of your Regional Support Hub, working as a team to complete document requests from Fee Earners located within your region.
This role will require someone to be based in the office full time with one day working from home.
We are currently recruiting for the following offices: Glasgow, Manchester, Leeds, Bristol and Ashford. When submitting your application, please state which office you are applying for.
The key responsibilities for the role:
- Provide administrative support to allocated Directors/Senior Associates, this may include diary management, processing of expenses, travel bookings and other ad hoc tasks.
- Manage the lifecycle of tasks from allocated Directors/Senior Associates through to completion.
- Production of documents/reports from Fee Earners allocated to the Regional Hub. - Show initiative within the shared workflow to complete tasks in order of priority and ensure deadlines are met.
- Provide excellent client care to fee earners within regional hubs, assisting with upload of tasks to Hollis Flow, providing guidance where needed.
- Provide updates for fee earners on progress of tasks and deadline management where appropriate.
- Produce all client documents and reports to a high standard.
- Create and amend documents from mark ups.
- Produce all documents using Hollis house style and ensure they are formatted correctly.
- Troubleshoot problem documents.
- Manage any changes to house style (rebranding, etc).
- Preparation of draft emails.
- Proof reading documents for quality.
- Creation and ongoing maintenance of document templates as part of the template administrator team.
- Collating fee earner updates for regular client update reports. Resetting the reports on the system and ensuring fee earner updates are uploaded in time for creation of the report.
- Managing deadlines and ensuring all updates are collated by the client deadline.
- Ensure the appropriate use of version control.
- Ensure all documents are saved into the DMS.
- Use dictation workflows to transcribe emails, letters, etc.
- Produce reports according to the service standards.
- Ad hoc tasks may be delegated by Service Co-Ordinators/PAs.
- Provide support to all operational teams including CV production, Presentations, Visio, HR templates, BD, DT.
- Support the wider support team with ongoing recommendations for improvements to the service offering.
- Support Digital Transformation with testing Office upgrades, Template solutions.
Experience, Skills & Qualifications required:
- Previous experience within a similar professional services role, ideally within the same industry
- Office 365 particularly Microsoft Word, Excel and PowerPoint.
- Excellent communication skills and attention to detail.
- Experience working with a document management system (SharePoint would be beneficial).
- Experience using dictation and workflow tools.
- Friendly and approachable.
- A team player, ability to demonstrate company values.
- Excellent client service skills.
- Ability to work to deadlines and meet KPIs for document turnaround.
- Strong organisational skills and ability to multi-task under pressure.
- Fast and accurate typing skills.
- Microsoft Office Specialist or equivalent certification would be beneficial
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