Administrator / Secretary

Full Time - Europe, United Kingdom, Sheffield

This entry was posted on July 9, 2019.

Overview of Role:

We are currently recruiting an Administrator / Secretary into our Sheffield office. This is a key role supporting the executive team in delivery of the growth plans for the office.

This role presents an excellent opportunity for a proactive, process driven individual to take responsibility for providing support to the Regional Office functions across its services.

Key Responsibilities:

The role will be responsible for a range of support, with key tasks being:

  • Management of Partner and Associates diaries – proactively organising meetings, travel, reports and communication with external client
  • Typing (both copy and audio typing) of correspondence, reports, minutes and presentation documents, ensuring all documentation is referenced
  • Arrangement of all team meetings, ensuring that catering and conference room facilities are booked
  • Responsibility for all documentation leaving the office in connection with the team i.e. photocopying, binding, attaching enclosures
  • Arrange travel and accommodation as required
  • Receive and transfer calls – maintain confidentiality
  • Managing the meeting room booking system.
  • Post in and out / franking
  • Ensure office and equipment is maintained and in  good working order
  • Assisting a technical team with documentation production
  • Dealing with photocopying/laminating / binding of documents when required
  • Working alongside the other teams and managing the induction of all new starters into the office
  • Copy typing of documents
  • Data Inputting and maintenance
  • Secretarial support to Managing Partner and Partners
  • Aiding the other members of the support staff as and when required.

Office/Facilities Management;

  • Ensure clear desk policy is maintained and storage and archiving are utilised effectively and efficiently;
  • Support and coordination of bi-annual QA and Environmental audits;
  • KPI attainment; ensuring timesheets and service reviews are submitted in a timely fashion;
  • Support front of house with management of external cleaning staff; 

Local office HR Representative

  • Coordination and Induction of all new staff; monitoring progress and liaising with managers and team secretaries to bring all new starters up to speed with best practice, Folio and IMAP;
  • Ensure the receipt and set up of computer equipment for all new staff including IT induction for all new staff;
  • Create and manage 2 (with Recruitment Manager) 6 and 13 (with Hiring Manager) week new starter reviews;
  • Log resignations and book exit interviews with Recruitment Manager;
  • Coordination of annual appraisal process and update systems accordingly;

Local IT & Folio Representative

  • Be familiar with all office systems and equipment; advise on use to all new, temporary and existing staff when necessary;
  • Assist with local IT issues – liaise with IT department as necessary; update staff details on Global Address Book;
  • Ensure all CVs received are formatted according to latest template and uploaded to Folio;

Team Management of Admin Support Team

Coordination of team secretaries, monitoring performance, monitoring workloads, ensuring effective secretarial cover is provided on a daily basis, redistributing as necessary, including periods of holiday and sickness absence and covering front of house as and when necessary

  • Supporting partners with annual secretarial appraisals
  • Drive and improve efficiency and best practice to improve business support services;
  • Assist in the monitoring, updating and effective application of company policies and procedures throughout the support team.
  • Ensure telephones are answered in a timely manner and all team secretaries screen calls to fee earners; 


  • Invoice approvals
  • Managing office budget
  • Updating fee forecasts
  • Credit Control
  • Monthly review of office expenditure, identifying cost trends or increased costs.

Person Specification:

The ideal candidate will demonstrate a positive proactive approach to the role, and will be committed to delivering customer service excellence, with good results.

Minimum GCSE’s held

  • IT Literate – (Microsoft)
  • Process Driven
  • Client facing, ensuring a high standard of delivery
  • Able to build long-term relationships
  • A team player, outgoing, flexible, enthusiastic and ambitious.
  • Years in leading Administrative role within the Construction sector for Consultancies desirable but not essential
  • Proven ability to work to deadlines
  • High level of IT competency, MS Powerpoint (Graphics), Excel, Outlook and word
  • Committed team player with a ‘can do’ attitude, polite, patient, personable, flexible
  • Self-motivated with strong levels of initiative, and flexibility
  • Accuracy and attention to detail, with the ability to organise and prioritise tasks
  • Pleasant manner & personality
  • Able to deal with confidential information
  • Client friendly at all levels

RLB is committed to creating a diverse workplace and is proud to be an equal opportunity employer. All job applicants will receive equal treatment without regard to age, sex, disability, sexual orientation, “race” (includes nationality, national / ethnic origins, colour) marriage & civil partnership, pregnancy & maternity, gender reassignment, religion and belief.

If you require any reasonable adjustments to support you during any stage of the application or interview process, please contact our recruitment team at:


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