Assistant to the Managing Director

Salary: £32,190 per year

Assistant to the Managing Director
Location: Jesmond, Newcastle upon Tyne, NE2 1TL.
Salary: Negotiable depending on experience and qualifications.
Contract: Full time, permanent.
About us
Established in 1971, Lowes has an unrivalled history of providing Independent Financial Advice to a wide range of people throughout the country. Over the years the Company’s personal approach to financial planning has helped both clients and Company to prosper and Lowes is regularly recognised as one of the UK’s top 100 Independent Financial Advisers.
Purpose of the role
The purpose of the job is to support the Managing Director on a daily basis to enable him to make the best use of his time and ensure the smooth running of his office and the business generally. The role will also require auxiliary support to the General Manager including human resources administration support, support with health & safety measures and the coordination of facilities management matters.
Specific tasks include:
NB: This list is not exhaustive and is to be used as a guide to the main duties and responsibilities of the post-holder and is subject change in accordance with the needs of the business and requirements of the Managing Director (MD).
• Collate and circulate the papers in a timely fashion, and take minutes at the monthly Board Meeting and any other related meetings such as AGM, Strategy Days etc.
• Prepare and distribute agenda and take minutes at the monthly Consultants Meeting.
• Take minutes at the monthly Management Meeting.
• Manage the MD’s diary which includes arranging meetings, booking the required rooms and ensuring the necessary paperwork is prepared/obtained in advance.
• Understanding MDs tasks and projects and maintaining ‘To Do’ list.
• Answer incoming letters and produce routine reply correspondence and scan to appropriate filing systems where applicable.
• Produce the bi-weekly comms email.
• Arrange travel and hotels for the MD and any other staff travelling for work purposes.
• Keep the MD’s Continuous Personal Development (CPD) records up to date and ensure he is on target to meet the annual hours’ requirement.
• Maintain records of expenses incurred by the MD and purchases made on the company Barclaycard.
• Reconcile the Barclaycard statements where required.
• Ensure New Starter and Staff Leaver forms are sent to IT and followed through to conclusion.
• Liaise with Accounts to ensure New Starters and Leavers are added / removed from Payroll accordingly.
• Compile offer letters and employment contracts for any new members of staff.
• Obtain references for new members of staff.
• Arrange induction meetings for new members of staff, issue their new starter pack and ensure the return of signed documents where requested, verification of ID and pictures for the website.
• Manage the staff sickness procedure ensuring that Return to Work forms are processed.
• Update the Intranet with the annual holiday entitlement for each member of staff at the start of the year.
• Work with the MD to co-ordinate departments, tasks and projects in an operational liaison capacity.
• Liaise with the Caretaker / Gardener and other parties as necessary to coordinate facilities management work ensuring it is carried out to a satisfactory conclusion; authorise associated invoices for the accounts department.
• Support the Directors and General Manager with the management of health and safety in the workplace; ensure staff are given a health and safety induction; plan for routine testing of evacuation plans in case of fire or emergency and update plans as necessary; ensure routine inspection and testing of equipment (PAT testing) and that defects are promptly addressed; maintain the first aid box and accident book.
• Provide regular support to the General Manager in respect of personnel matters including but not limited to assisting with recruitment processes; conducting employee onboarding; ensuring that performance management documentation is maintained on employees records; keeping employee records up to date and confidential; acting as a point of contact on HR related matters; supporting the development of organisational guidelines and procedures; supporting the upkeep of organisational records inc. organisational charts, job descriptions etc.
• Any other duties that may be required to fulfil the requirements of the role – ad-hoc projects and duties, personal support for the MD (including keeping his coffee flowing) and auxiliary support to the General Manager.
What we need from you
• Experience: The post-holder should have a minimum of 5 years working within an office environment.
• Education, Training and Qualifications: Computer literate, including Microsoft Office packages, internet, email systems.
• Skills & Knowledge: Strong Personal Assistant/Secretarial Skills including the following: –
• A high standard of verbal and written communication skills
• Considerable experience of taking minutes within meetings at various levels of seniority
• Excellent organisational and time-management skills
• Proficient keyboard skills
• Confidence with a range of computer software
• A good command of English grammar and spelling
• Accuracy and attention to detail
• Good literacy and reasonable numeracy skills
• Confidentiality and integrity
• A knowledge and experience of financial services and in particular Independent Financial Advice will be advantageous
• A positive outlook and being fun to work with will help
• Initiative
If you feel you have the skills and experience to be successful in this role then click “apply” to submit your up to date CV and a cover letter detailing your salary expectations.