The Administration Assistant role is to assist the Office Manager together with Directors of Managing Partners Limited ("MPL) group companies, by providing administrative support, diary management, and in providing clear channels of communication with all internal and external business relationships.

This is primarily an administrative role, however all staff will be encouraged to utilise their respective skills and abilities in other areas of the company activities, to further their own career development. This position will involve liaising with and work alongside the Corporate Services Team based in Spain.

Key Responsibilities

1) Secretarial Support

Correspondence

• Sorting and prioritising all incoming mail, email and correspondence
• Writing email and letter responses where agreed
• Make and receive telephone calls

Diary management

• Arrange and confirm appointments
• Contact all involved with any diary changes

Meeting support

• Attend internal/external meetings where requested
• Take minutes where requested
• Make travel arrangements, supply maps, ensure travel time between appointments
• Circulate necessary papers in advance
• Meet and host guests
• Provide refreshments
• Book rooms / venues for meetings
• Arrange regular meetings: team meetings, review meetings and Board meetings to ensure open communication within the UK, and from the UK office to the MPL Group

Invoices

• Process all invoices and requests for payment on a daily basis, and send weekly to the

Finance Department for reconciliation

• Process out Credit Card receipts for reconciliation by the Finance Department.

2) Office Support

Ensure stationery requirements are kept up to date

• Complete Staff Attendance Record as per the Fire Safety Policy
• Ensure that the Reception area is clean and tidy at all times, and that the publications displayed on the coffee table are up to date
• Ensure that the Kitchen area is clean and tidy at all times
• Arrange for all outgoing mail to be franked and ready for collection
• Arrange courier / logistic services as and when required
• Ensure that supplies of office refreshments are replenished as necessary

3) Policy Research

• Research key ad hoc projects for the Board of Directors
• Examine trade publications for MPC / MPL relevant articles and circulate to the team

4) Other Responsibilities

• Proof reading of documents and correspondence when requested
• Monitoring of the office Managers emails in their absence and liaising with the CSC team to ensure all queries are dealt with.
• Processing of website registrations

Person Specification

Abilities

• A very good eye for detail with a systematic approach to work
• Able to work under pressure in a busy office environment
• Self-motivated
• Able to work cooperatively within a team
• Excellent inter personal skills
• Confidentiality and discretion
• Flexibility dealing with multiple and varying duties concurrently
• To use initiative in a variety of challenging situations
• Ability to contribute to groups discussions in a thoughtful manner
• Sensitivity and diplomacy

Skills

• Excellent organisational and administrative skills
• Strong MSOffice skills, including email, spread sheets, word processing
• Excellent communication skills, both oral and written
• Excellent, polite, professional, friendly telephone manner
• Ability to maintain boundaries and clear delineation of responsibilities in a task or situation
• Ability to identify and clarify assumptions
• Ability to organise time management and personal workload planning