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Personal Assistant – Job Description

Main Duties

A personal assistant or PA will work closely with senior staff, completing administrative tasks. They tend to work on a one on one basis where they will do jobs such as making appointments and keeping them aware of their dairy events. They will type up things for them, do their filing and deal with other tasks to reduce their managers workload. The may have to analyse documents and deal with items that are company confidential.

They will need to know how the organisation works and know who the main personnel are in the company. They will have to communicate with people on behalf of their manager and handle their work while they are out of the office.

Work would normally be office based and Monday to Friday 9-5 although overtime may be required at times. It may be possible to work part-time or flexible hours for some companies.

Expected Salary

A starting salary would be £20,000-£25,000 rising to £33,000 with experience in the role. There may also be benefits such as a pension, health insurance or gym membership depending on the size of the organisation.

Pros

An interesting and varied job.
A good salary with the chance of it rising to a good level.
Normally working within standard office hours.

Cons

Can be high pressured.
Have to work alone sometimes so no good if you need pushing.
Responsible position ensuring manager is well organised.

Qualifications Required

This job may require an HND or degree and those with a business or management related subject would have more chance of securing a position.

GCSE Maths and English would be required for all applicants.

Certain industries may require specific qualifications such as a law background for work in a legal department.

Two years experience in office work would normally be required in a secretarial or administrative role.

There are some specific qualifications that could also help secure the role such as an Executive PA Diploma.

Typing, shorthand and other vocational qualifications could be useful as well.

Required Skills
Good communication skills, written and oralDiscrete and able to keep information confidential where necessaryAble to work alone and use initiativeAble to work under pressure and reach deadlinesGood time management skillsWord processing and IT skillsAbility to quickly take in information, understand and analyse it and able to present it

  
Mortgage Advisor – Job Description

Main Duties

A mortgage advisor is responsible for giving advice on mortgages to customers. It will be necessary to therefore keep up to date with changes to the mortgage market including new and discontinued products.

It is possible to be working in a branch at a certain financial institution and then only selling their mortgage products. However, independent mortgage advisors are not tied to a company. They may be based at an estate agent or a mortgage brokers.

The FSA have very strict on selling mortgages with regards to giving correct financial advice and acting fairly and so their regulations would need to be studied and followed.

You may meet customers at the branch that you work or visit them in their home. You would therefore need a polite and friendly approach and be able to happily deal with people, explain things and answer questions, every day.

You would probably be office based, although may visit customers at their homes. If you are an independent mortgage advisor you might be self-employed and working from home. Working hours would tend to be Monday-Saturday and probably evenings. This is due to having to be available to advice customers who are at work in normal office hours. Some travel may be involved as well, if you are expected to visit customers in their homes.

Expected Salary

An independent mortgage advisor would either be paid by commission or fees.
If you were working for a company, you would normally be paid a salary plus commission on sales. Starting salary could be £18,000 to £25,000 which could go up to £50,000 with the commission added on.
It may be possible to also have pension benefits as well as insurance and car allowance.

Pros

Salary prospects are high, especially for good salesmen who earn a lot of commission.
Interesting work, where you will get to meet lots of new people.
Study for qualifications may be paid for by the employer.

Cons

You may have tight sales targets to meet.
Changing mortgages, means there will be a lot of research involved.

Qualifications Required

Formal qualifications are not often required, but work experience in sales or customer services as well as a financial background are normally required.
You may be required to have FSA qualifications which could include a certificate in mortgage advice.

Required Skills
Good communication skillsSales of customer service skillsFinancial backgroundAbility to explain things clearlyIT skillsAble to keep customer details confidential

  
Sales Assistant Job Description

GENERAL DESCRIPTION

Reporting to the Store Manager, the Sales Assistant will help customers to find the products that they want, answer queries in a friendly manner and process payments efficiently.  You will be expected to work well as part of the store team, follow instructions and take part in the merchandising action plans within the store.

The Sales Assistant’s main remit is to ensure that he/she provides a positive customer service.  This will include sourcing products for customers, making recommendations where appropriate and alerting them to any available special offers or deals.  However, you will also play an important part of the overall store’s success, helping the team to meet its sales targets.

MAIN TASKS AND RESPONSIBILITIES

1. To prioritise the customer on all occasions and to fulfil their needs to maintain customer satisfaction levels and retention.

2. To participate in the normal daily activities involved in the running of the store.

3. To gain an excellent appreciation of the store’s product range so that you can provide correct and useful information to customers.

4. To answer general customer enquiries, whether in store or by phone, and to offer the most suitable solution or action that leaves the customer happy.

5. To maintain a high standard of tidiness and cleanliness within shop displays and other areas of the store.

6. To ensure that shelves and rails are kept stocked and are attractive in appearance to customers.

7. To operate the till, handle cash and process debit and credit card payments.

8. To follow Company cashing up procedures.

9. To assist in removing and changing displays and setting up promotions within the store.

10. To check deliveries coming in to the store, unpacking and stocking items as appropriate.

11. To help with regular stock checks and audits.

12. To follow Company procedures on reporting customer problems to the Store Manager.

13. To follow Company dress and presentation standards.

14. To follow all Company health and safety procedures.

15. To undertake any other ad-hoc duties relevant to the post as and when required.

SKILLS AND EXPERIENCE REQUIRED
Interpersonal skills, developed by interacting with a wide range of peopleGood communications skills, particularly in day-to-day conversations with customers and colleaguesCommitted to excellent customer service and the action required to achieve itAbility to use initiative; undertaking tasks without being promptedBasic literacy and numeracy skillsSKILLS AND EXPERIENCE (DESIRABLE):
Previous experience of working in a retail environmentExperience of using Microsoft OfficeUnderstanding of sales techniques.See also :

Sales Assistant CV example

Sales Assistant cover letter

Sales Assistant Salary

Sales Assistant resignation letter

  
Bookkeeper Job Description

GENERAL DESCRIPTION

The post of Bookkeeper will involve the recording and processing financial transactions on the sales, purchase and nominal ledgers.  You will also be responsible for checking those transactions and creating reports to provide to managers on a regular basis.  This will include the full range of financial processing, including posting entries on accounting software, raising sales invoices, paying purchase invoices and reconciling bank and cash balances.

To succeed in this role, you will be able to pay attention to detail, follow transaction trails and provide answers to questions regularly posed by management.  You will act as the regular point of contact for managers and take instructions from them in terms of the bookkeeping and credit control functions within the office.

MAIN TASKS AND RESPONSIBILITIES

1. To process entries to the purchase, sales and nominal ledgers on the software provided.

2. To raise and issue sales invoices to customers in a timely and accurate manner.

3. To arrange payment of purchase invoices in line with the aged creditors reports.

4. To process the monthly payroll, ensuring that salaries are paid on time and that PAYE liabilities are submitted to HMRC.

5. To maintain petty cash, paying out in line with Company procedures and retrieving cash from the bank to top up the balance.

6. To provide regular reports on cash flow to management.

7. To answer any finance-related queries from debtors, creditors and other stakeholders in a timely and accurate manner.

8. To undertake a monthly bank reconciliation and present to management.

9. To provide monthly reports on aged debtors and creditors and to provide an effective credit control service on outstanding debts.

10. To calculate quarterly VAT sums due and to arrange payment by the appropriate deadlines.

11. To provide information to the Finance Manager for the purposes of monthly management accounts and the annual audit.

12. To maintain a fixed asset register.

13. To undertake miscellaneous administrative tasks when required by managers.

14. To undertake any other ad-hoc duties relevant to the post as and when required.

SKILLS AND EXPERIENCE REQUIRED
Previous experience of bookkeeping dutiesKnowledge of accounting software and Microsoft ExcelGood interpersonal skills; able to explain financial information to staff with no financial backgroundAbility to solve problems and work on own initiativeExcellent numeracy skills and attention to detailA polite and helpful telephone manner; a willingness to support others with their financial queries.SKILLS AND EXPERIENCE (DESIRABLE):
Bookkeeping qualification or similarWord processing skillsExperience of working to tight deadlines.See also :
Bookkeeper Cover Letter
Bookkeeper CV Example

  
Credit Controller – Job Description

Main Duties

The job involves deciding whether to lend money to creditors as well as managing existing debts. You may be involved with lending to businesses or to members of the public, depending on the sector you are based in. All businesses need someone working in credit control.

The job will involve checking credit rating and deciding whether to offer credit. A credit controller will need to be involved with setting up terms and conditions for loans. They will also have to deal with any queries about payments and details of the loans. They will have to make sure that payments are made in time and if they cannot be, renegotiate the payment terms. This may involve dealing with upset or irate customers so a calm and professional manner would be needed.

If money owed is not repaid then the credit controller will need to stop the supply of goods or services to the customer or even start legal action to get the payments that way. Court appearances may therefore be a possibility.

This will be an office based job and therefore would normally have standard office hours of Monday-Friday 9-5. They may be some overtime required and part-time work is often available.

Expected Salary

The starting salary would be £16,000 to £25,000 but has good prospects with £50,000 plus availbale for more senior positions.

Pros

Lots of different people and customers to deal with so great variety.
Interesting role with different things to do.
Good working hours.

Cons

Can be high pressured if terms and conditions for loans are not properly put together.
Collecting payments from bad payers can be stressful.
Having to take legal action is not pleasant.

Qualifications Required

At least 5 A-C passes at GCSE.
An HND or BTEC in business or finance would be preferable.
There is a diploma available from the Institute of Credit Management which would help your chances of a role. There are three levels – 2, 3 and 5 in credit management, that you can study for.
Financial qualifications could be advantageous too.

Required Skills
The ability to work alone or as part of a teamPolite but also firm and professional approach with customersGood communication skillsAttention to detailGood time management skills, to reach deadlines on timeIT skillsNot easily upset if customers get cross or upset

  
Secretary Job Description

GENERAL DESCRIPTION

As Secretary, your role will be to provide a secretarial, typing and administrative service to the Team Leaders within ABC Company.  You will be expected to produce a wide range of different typed documents, including letters, reports, minutes and presentation slides, and to manage the information systems within the office in an appropriate manner.

The Secretary will play an important part in the smooth running of the office and the operating systems surrounding the Team Leader group.  You will be expected to problem solve in their absence and provide them with information from files and archives as needed.

MAIN TASKS AND RESPONSIBILITIES

1. To type correspondence, meeting minutes and reports in an appropriate format and with the minimum of error.  The preparation of reports will require a degree of initiative, as you will be required to research some information for inclusion.

2. To ensure that letters are dispatched and other documents are distributed as required.

3. To book meeting rooms, arrange refreshments and ensure that invited people will be attending.

4. To manage the diaries of a small number of Team Leaders, including inserting appointments, training dates, holidays, etc.

5. To provide an efficient email service to Team Leaders who are out of the office.  To ensure that any urgent information is sent as quickly as possible.

6. To file paperwork in accordance with the Company’s filing systems.

7. To take phone messages for the Team Leader group and pass on messages promptly.

8. To organise the office’s incoming mail and ensure that it reaches the correct recipients.

9. To assist with office systems such as insurance, travel expense claims and teleconferencing facilities.

10. To be responsible for ordering stationery and small items of equipment for the office.

11. To assist in ensuring that IT system back ups are done at the end of each working day.

12. To maintain confidentiality at all times.

13. To undertake any other ad-hoc duties relevant to the post as and when required.

SKILLS AND EXPERIENCE REQUIRED
A secretarial or administrative qualificationExcellent typing speed (50 words per minute minimum)Experience of using Microsoft Word, Excel and PowerPointGood general knowledge of office systems and proceduresGood command of EnglishExcellent communications skills (face to face, telephone and email)SKILLS AND EXPERIENCE (DESIRABLE):
Experience of using databasesPrevious experience of providing a diary management service to managersSee also :

Secretary CV Example

Secretary Cover Letter

Secretary interview