Receptionist, Facilities Support & PA

The Marlborough Group London United Kingdom Administration Bolton
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Company Description

Marlborough Fund Managers Limited was formed in 1986. The wider Marlborough Group consists of a number of businesses which provide products and services in the Financial Services arena. The Group continues to see strong positive organic growth and will look to continue to expand through further acquisitions where this is viable. The Marlborough Group has in excess of £10 Billion Assets under Administration in a mixture of unit trusts, open ended investment companies (OEICs) and discretionary management portfolios.

Position

Role Purpose

  • Provide exceptional levels of support as the first point of contact for the Company
  • Maintain and manage the front reception desk effectively
  • Answer queries correctly first time, and follow up on queries where necessary
  • Manage and minimise risk, including reputational risk
  • Ensure adherence to client service level agreements
  • Manage the Meard Street Premises
  • Assist the Equity team in document management
  • Arrange Mifid II compliant meetings for the Equity team both in the UK and Asia

 

Key Responsibilities

 

Reception

  • Welcome visitors by greeting them, in person, and making them feel welcome (including providing refreshments)
  • Prepare refreshments and set up the meeting rooms appropriately
  • Maintain security by following procedures, monitoring visitor book and boardroom diary, and issuing visitor passes.
  • Maintain safe and clean reception area ensuring that this area always portrays the professional image of the company
  • Monitor supplies, place orders and receive incoming deliveries of stationery, refreshment supplies, facility supplies and equipment and sign for postal items – liaise with the appropriate members of staff for the delivery of the items and ensure they reach their desired destination
  • General office duties; scanning, filing, typing, faxing, e-mail
  • Attending relevant training courses as and when required
  • Maintain high levels of personal development
  • Carrying out other appropriate duties as requested, this description is not exhaustive

 

Premises Management

  • Liaise with any trades people necessary for the ongoing maintenance of the Meard Street Premises
  • Liaise with Air IT and the Bolton IT department to maintain functionality of all IT at  Meard Street
  • Liaise with the cleaner, forward invoices to Bolton and arrange replacement when necessary
  • Liaise with Westminster Council when necessary
  • Liaise with utility and photocopier companies on meter readings etc.
  • Liaise with gardener
  • Liaise with the providers of the Security and Fire alarms
  • Maintain the keys to Meard Street, keeping them in order and issuing them to appropriate people, and recording their whereabouts
  • Ensure that we maintain good relations with our neighbours, whilst ensuring that our doorway is kept clear and clean

 

Assisting the Equity team

  • Help arrange company meetings and overseas visit schedules
  • Maintain the corporate access register
  • Other corporate access responsibilities e.g. inputting business card details to the central Equity Research address book
  • Ensure Research invoices are requested from counterparties and sent to Bolton appropriately
  • Maintain the Equity research archive
  • Input trade details to TCA sheets

 

PA Support to the Director of Strategy & Business Development

  • Typing of board documents to a high standard using Word, PowerPoint and Excel
  • Proactive advance monitoring of Director’s diary, reminding of diary commitments and taking responsibility for ensuring that the Director has all supporting paperwork and necessary information for each meeting or appointment
  • Booking hotels, flights and rail travel for staff both UK and overseas, arranging visas where necessary
  • Any other administrative support as required

Requirements

  • Skills Required
  • Excellent communication and interpersonal skills
  • Ability to prioritise work loads
  • Ability to problem solve
  • Accurate data inputting skills
  • PC literacy and internet skills
  • Good working knowledge of Microsoft package
  • Good numeric skills
  • Professional telephone manner

 

Qualifications

5 GCSE’s Grade A-C (must include Mathematics and English) - essential

 

Experience

Previous experience in a similar role is preferred.

 

  • Personal Qualities
  • Friendly and approachable
  • Polished and professional person
  • Attention to detail
  • Ability to function as part of a team
  • Positive, can do / will do, attitude
  • Efficient
  • Self-motivated 
  • Confident manner both written and verbally
  • Ability to work under pressure to close deadlines
  • Ability to be flexible and learn quickly
  • Ability to make a positive contribution to both the team and the Company

Other information

Benefits

  • Competitive salary with annual salary reviews
  • 9% non-contributory pension
  • Option to buy / sell up to 5 days annual leave
  • Annual discretionary bonus scheme
  • AXA Private Healthcare Scheme
  • Death in Service at 5 x annual salary
  • 35 hour working week
  • Training for IOC and other relevant qualifications
  • Exam completion bonus £500 (IOC)
  • Study leave
  • Cycle 2 work scheme
  • Eye test reimbursement
  • Additional 0.5 days discretionary Christmas leave your birthday off
  • Christmas party and paid for social events during the year
  • 13 weeks fully paid maternity leave
  • 2 weeks fully paid paternity leave
  • Perkbox membership - access to more than a hundred rewards, ranging from free food in major UK restaurants, to movie tickets, to phone insurance and more.

We also offer the usual standard benefits such as discretionary sick pay, statutory maternity leave, bereavement leave and flexible working arrangements where practical.