Office Secretary

Office based

Salary £25,000-£27,500 DOE

This position provides wide-ranging administrative and organisational support across the business, ensuring the smooth running of the office and assisting key teams. The role involves managing office supplies, coordinating travel, handling correspondence and supporting core client-related processes. A high standard of accuracy, professionalism and service is expected at all times.

Main Responsibilities

Office & Administrative Coordination

• Maintain adequate levels of stationery and printed materials, placing orders when replenishment is required

• Manage bookings for staff travel within internal policies (e.g., flights, trains, hotel stays)

• Use a designated company credit card for approved purchases and ensure all expenses are processed correctly

• Open and sort incoming post daily, ensuring items reach the correct department promptly

• Prepare typed documents, correspondence and occasional mail merges

• Take minutes in meetings when requested and distribute them accurately

Team Support

• Record incoming cheques using the relevant internal applications and follow the correct workflows for processing and scanning

• Log and verify share certificates, liaising with registrars and transferring departments where needed

• Prepare secure storage logs for cheques or certificates that must remain onsite overnight

• Update CRM records for items returned via post

Marketing & General Business Support

• Provide broader administrative support to Operations, Marketing and the Front Office as tasks arise

• Undertake any additional responsibilities requested by management within the scope of the role

• Inbox management 

Skills, Knowledge & Experience

• Demonstrated ability to perform in a similar administrative or secretarial role

• Strong command of Microsoft Word, Excel and PowerPoint

• Able to quickly learn and navigate internal systems, business applications and software tools

• Exceptional accuracy, with strong attention to detail

• Organised, dependable and capable of managing competing tasks and timelines

• Clear and professional communication skills

Regulatory Awareness

• Understands the regulatory environment in which a UK financial services firm operates

• Follows internal compliance processes and escalates concerns or irregularities appropriately

• Knowledge of FCA conduct rules