Package
25 Days Annual leave plus Bank holidays (pro-rata); Bonus Holiday days over Christmas; Long service benefits every 5 years; Birthday Holiday; Volunteer Day; Enhanced Maternity/Paternity Pay; Discounted Estate Agency Fees; Seasonal Employee Events
Overall Objective
To carry out the role of Administrator and Team Secretary functions within the Commercial Property department and support the Partners and the team to ensure business aims are achieved along with following Walker Singleton laid down procedures and guidelines and to accept any other additional role from time to time when it is deemed necessary.
Key Responsibilities and Duties
- To manage secretarial workload within the Commercial Property department or wider business
- To maintain an adequate and efficient filing system for all Commercial Property matters to include archiving of files and emails, creation of files, updating of job lists and fee schedules, creation of file contact sheets and creation of electronic files and folders
- To provide full support to all teams as directed by the department Partner
- General secretarial duties including, but not limited to, audio/copy typing, photocopying, processing mail (inward and outward)
- Ensuring confidentiality is maintained at all times
- Maintaining an effective and efficient key system for property keyholding
- Ordering stationery and maintaining stock levels
- Administering the Agency Pilot property portal as required in connection with the marketing of properties
- Dealing with general property enquiries received by email and telephone and arranging viewings
- Providing telephone support to clients and dealing with enquiries in a professional and pleasant manner
- Dealing with customers and visitors to the office
- To encourage and contribute to the necessary constructive interface between Walker Singleton’s Machinery and Business Asset, Commercial Property, Property Management and Residential departments
- To ensure that all tasks issued are expeditiously and professionally accepted and delivered to their particular requirement
- To maintain an impeccable level of professionalism with all employees, clients and all others who you come into contact with during the course of your work
Key Skills
- Ability to manage and prioritise workloads
- To work efficiently on your own initiative and as part of the wider team
- Self-confident and ability to solve problems in a professional manner
- Be approachable and able to communicate verbally and in writing effectively at all levels
- Have a ‘can do’ attitude and be proactive within the role, team and overall company
- Ability to work under pressure and multi-task
- Experience in audio clerical facilities and proven people and communication skills
- Proven IT skills and competent knowledge in Microsoft office suite and understanding of the internet and social media
- An efficient working knowledge and experience of all Microsoft applications including Word, Access, Excel, PowerPoint and Outlook
Compliance
Be aware and understand the company’s compliance policies and procedures and ensure full compliance with those relevant to the role. Transparency, commission disclosure and conflicts of interest:
- Treating Customers Fairly (TCF)
- General conduct of business and our regulators
- Complaints
- Training and Competence
- Anti-Money Laundering rules and responsibilities
Ensure all relevant business activities fully comply with professional standards, regulation and company procedures. Use checklists and support documentation as provided by the company to assist with demonstrating compliance. Conduct learning, training and assessment exercises in accordance with the individual Training & Competence (T&C) programme applicable to you. Identify further areas for own development as required.
Promote and embed a TCF culture in all respective business areas.
Ensure compliance with all other applicable legislation, including but not limited to, The Bribery Act 2010, The Data Protection Act 1998, and so on. Also, to ensure that all company practices and procedures are followed and adhered to as they may apply from time to time.
Security
Ensure full adherence to the company’s Data Security Policy.
Assume personal responsibility for personal data (client and employee) you control/manage, to ensure it is securely held and properly utilised in accordance with the principles of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Report any potential breaches, including weaknesses in current systems, to a Partner.
Qualifications
Fully experienced with modern audio clerical facilities