Candidate Pack – Team Secretary

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TEAM SECRETARY

 

Location: Lichfield Office

 

Hours: Full time – 9am until 5.30pm to cover the office

 

Are you experienced in administration and want to develop your career into a secretarial role?   You will have a good level of education, excellent IT skills, prioritisation skills and a welcoming personality.

 

We are loss assessors who work on behalf of the customer to maximise their claim against the insurance company and then we manage the build project from start to finish.  It’s satisfying and rewarding work to help people in some of their most difficult challenges. We are enjoying a period of growth and currently employ 27 team members.

 

You will have ambition, drive and energy, alongside a strong customer service ethos.  Our values of trust, loyalty and respect are key for our business.

 

If you think that you have the right qualities to join our successful team, please find out more about the company on our website www.harrisbalcombe.com and read our candidate pack.

 

If you feel you can contribute to our team please email your CV to sophie.stack@harrisbalcombe.com.

 

 

  

 

HARRIS BALCOMBE

 

JOB DESCRIPTION

 

Job Title

Team secretary

 

Report to

Executive Assistant to the Partner

 

Hours

The role is 37.5 hours per week, with a finish time of 5.30pm

 

Location

Based in Lichfield.  

 

 

JOB PURPOSE

Provide assistance and secretarial support to our partners and team in Lichfield. Full range of office administration skills ranging from reception duties, diary management, minute taking and travel arrangements.

 

 

RESPONSIBILITIES

 

  • Manage workflow ensuring that deadlines are met and work is completed correctly and to a high standard using Bighand audio dictation system.
  • Provide comprehensive administrative support to the Partner and his team.
  • Diary management, booking appointments, meetings, conference calls, video conferences.  Tracking of acceptances and declines and rearranging where necessary.
  • Communicating with clients over the telephone, answering or referring enquiries.
  • Maintain client confidence and keeping information confidential.
  • Prepare clients claims using Excel.
  • Set up conference calls and meetings.
  • Perform administrative tasks, including filing, photocopying and scanning.
  • Provide cover and assistance to other administrative office staff for all 3 offices.
  • Setting up and maintaining electronic files in accordance with existing procedures.
  • Administration of meetings including minute taking, drafting agendas, collating and distributing papers for internal and external meetings.
  • Billing – producing advice notes, chasing up payments.
  • Ordering of stationery and other office supplies.
  • Screen and respond to incoming telephone calls and take action as appropriate.
  • Create, update and maintain reports, spreadsheets and correspondence.
  • Making travel arrangements for the Partner and his team.
  • You will comply with all the policies, procedures and practices of the organisation and support other colleagues as required.
  • The duties and responsibilities outlined in this job description are liable to change to meet the needs of the business.  The Partners will discuss and agree any significant changes that arise. 

 

 

 

 

Person Specification

 

The information listed below will be used to select individuals in line with our recruitment policies and are our minimum requirements.

 

Qualifications

 

  • Good standard of education, likely to be qualifications in English and Maths or a business related qualification


Experience

 

  • Experience of working in a similar administrative role in a professional service industry sector

 

Qualities and Skills

 

  • Strong IT skills
  • Excellent written skills, exceptional spelling, punctuation and grammar
  • Highly organised with attention to detail
  • Ability to work to tight deadlines
  • Remain calm under pressure
  • Ability to build relationships with a wide range of people
  • Professional appearance and attitude
  • Ability to work in a busy environment without being distracted or diverted.
  • Tactful and diplomatic when dealing with sensitive and confidential issues.
  • Seeks opportunities to expand role and offers to take on additional responsibilities.
  • Highly co-operative with a willingness to help out company wide.
  • Proactive with a track record of showing initiative.

 

 

 

WORKING AT HARRIS BALCOMBE

 

It’s always hard to know what an organisation is like to work for.   It is really important to us that you make the right move for your long-term career.

 

Rather than quoting corporate speak, we thought we would ask our staff what the culture is like and they explain it in their own words below:

 

 

Chris Edmunds, recently completed his first 12 months, commented:

 

“I have felt 100% supported during my first year at HB. I felt confident that clients were always receiving the right advice, but when I was ready the company really encouraged me to step out on my own and my autonomy with claims grew with my confidence.”

 

 

Alan Hintz, who has been with the company for over 20 years commented:

 

I am a chartered surveyor and have worked at the company for over twenty years, having previously worked in both a professional and contracting capacity within quantity surveying. I found working in the insurance industry, utilising my skills gained as a QS, a new and exciting challenge which enhanced what I had learnt which enabled me to enjoy an interesting and varied work load both in the UK and abroad. I would recommend it to any budding chartered surveyor who may be looking for something different / a specialism or change in direction – where every day is different.

 

 

Rosie O’Neill who has been at the company over two years said: “Harris Balcombe is a great company to work for. You never feel like there is a hierarchy, everyone’s opinion matters.”

 

 

 

Emma Broadie, the firm’s Domestic Administration assistant added: “the firm is encouraging my development with CII training and qualifications. Every option to develop and learn is available here.”

 

 

 

  

 

OUR VALUES

We have 3 simple values that have been at the heart of our business over the last 140 years.

Trust

Our clients trust us.   We trust our colleagues.   It’s part of our teamwork.

Loyalty

Our people are loyal to our business and each other.   We value long-service, hard-work and commitment.

Respect

We treat each other as we would expect to be treated ourselves.   We respect dignity and diversity.




THE PACKAGE

Salary

The starting salary is likely to be in the region of £18,000 to £22,000 per annum – potentially more for an exceptional candidate.

Pension

We offer a pension scheme with a matched employer contribution of up to 5% after successful completion of the probationary period of 6 months.

Working Hours

Our core hours are 37.5 per week, but as with all jobs in the sector, the working hours need flexibility to complete the jobs as required for customers.   Your hours will be 9am until 5.30pm with one hour for lunch.

Holidays

We offer 22 days holiday plus bank holidays and this will increase one day per annum, on the start date anniversary, up to 25 days per year.   Bank holidays are in addition to this amount.

Sick Pay

Although we hope you don’t need to use it, it is reassuring to know that if you need to be off sick for major illnesses then we are able to support you with company sick pay.

Life assurance

We offer a life assurance scheme with a benefit of 3 x salary.

Career Development

We offer some great opportunities to develop your skills and your career.   We are anticipating you will have a long-term career with us and we will be happy to support your development along the way.

Call our 24/7 helpline on 0330 022 9179 for a free no obligations assessment

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