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Office Support Executive (Internal Applicants Only)

Arbuthnot Latham

Office Support Executive (Internal Applicants Only)

Salary Not Specified

Arbuthnot Latham, Exeter

  • Full time
  • Permanent
  • Onsite working

Posted 2 weeks ago, 15 May | Get your application in now before you miss out!

Closing date: Closing date not specified

job Ref: fd788e0febba4a9fb068a8492f357a43

Full Job Description

  • This role is open to internal applicants only

  • Support the Head of Exeter Office in terms of business management & administrative support.


  • Provide front of house reception to the Exeter office, ensuring a 5-star service is delivered to clients, guests, and colleagues in the relevant offices.


  • Where applicable, to place the interests of customers at the centre of all activities, act in a way that is consistent with achieving good outcomes for consumers; and


  • to comply with the FCA and PRA's Conduct Rules., Client service and office administration

  • Meet and greet all visitors to the office, delivering a 5-star front of house service to clients, guests, and colleagues. Provide clients and staff with an impeccable standard of service throughout each working day, striving for excellence at every opportunity.

  • Management of Office stationery, kitchen supplies and AL Branded stationery/equipment.

  • Manage Car Park rota and act as main office liaison with The Senate security officer.


    • Ops & Infrastructure (linking to IT)
  • Ensure effective collaboration with internal & external suppliers & partners to meet business needs & ensure appropriate delivery of service levels.

  • Point of contact for all IT day-to-day requirements related projects (where required), ensuring IT operational office and all staff needs addressed. Regular liaison with IT department.


    • Planning & Business Improvement (linking to corporate strategy)
  • Assist the business, as directed by the Office Head with internal functional project and local continuous improvement.

  • Maintain an awareness of external & competitor trends relevant to the function & use to enhance our offering.

  • Participate and co-ordinate in office events, managing local suppliers and professionals as appropriate.

  • Network with local business introducers at office events.


    • Service quality (linking to Marketing & Client Communications)
  • Manage front of house meeting rooms and reception area, setting up and clearing as necessary for meetings and events.

  • Coordinate with other relevant areas to deliver seamless client services.

  • Become a champion of the brand and related standards.

  • Support other areas to produce high quality and effective communications and material for internal and external clients.

  • Help develop & maintain relevant intranet & website content.

  • Support Exeter office in the planning, organising, co-ordination and delivery of client facing events, marketing/sponsorship activities and promotional initiatives aimed at raising the profile of the Arbuthnot brand in the Region and delivering first class client experiences.


    • Team Admin (linking to all other areas)
  • Manage the action of items that originate from internal committees (e.g., Board, Exco, Risk) to ensure that key deliverables are achieved within set time frames. (Bristol office only).

  • Collate, prepare, and distribute appropriate briefing materials for key deliverables, ensuring that appropriate follow-up actions are taken.

  • Take minutes at monthly office meet and assist Head of Office with follow up actions.

  • Book travel for office and department heads.

  • Manage Exeter Office Fire and First Aid representatives, booking courses as required.

  • Point of reference and link between PB, WP, CB & Support teams (e.g. where relevant: Lending, Marketing, CST and MOST) in Exeter.

  • Support all aspects of recruitment process from initial paperwork to formal interviews etc.

  • All office administration - organisation of office Training (internal & external), Holiday List etc.

  • Deal with Office Suppliers i.e., management, control and review.

  • Liaise with Real Estate and Facilities Manager with reference to Property Management and Office Suppliers i.e., management, control and review.

  • Liaise with Real Estate and Facilities Manager with reference to deal with Property Management and Office Suppliers i.e., management, control and review.

  • Ensure Exeter logs for Gifts and Hospitality is up to date..

  • Exeter office - liaise with Health and Safety representative for Exeter Office.


    • Support to Head of Exeter
  • HR liaison for the above.

  • Coordination of on-site training for Exeter Office.

  • Support and coordination for the Exeter Management/Leadership Team.


    • Financial Control
  • Track business performance and liaise with Finance to ensure costs and income are on track to help meet team goals.


    • Risk:
  • First Line of Defence (FLoD) checking of: 1st Aid equipment, Clear Desk policy and Locked Tin box.

  • Responsible for managing risks inherent to the role by diligently observing internal policies and procedures.


    • Person Specification

    Key Interfaces:
  • All teams in the Exeter Office, including Management/Leadership Team

  • Finance

  • Facilities Team

  • Clients and visitors to the Exeter Office

    Relevant experience undertaking a similar role.

  • Good computer skills, including data extraction, analysis, report writing

  • Understanding of financial service beneficial

  • Excellent written & spoken communication skills. Ability and confidence to deal effectively and professionally with people across the business.

  • The individual should demonstrate an ability to work in a methodical, logical and accurate fashion. Must be conscientious and diligent in their work to ensure high levels of accuracy.

  • Excellent time management, organisational & administrative skills, ability to work under pressure, responsible, proactive, dedicated and consistently. able to achieve results. Remains motivated and confidential at all times. Ability to act on own initiative.

  • An understanding of operational risk and compliance.

  • Attention to detail, quality, high standards, and controls.

  • Flexible working style, ability to work well in a team environment.

  • Sense of urgency when required and an ability to prioritise in a busy and demanding environment.

  • Excellent communication skills, both written and verbal with a positive attitude.

  • Capable of working under pressure and using own initiative and with minimal supervision.

  • Ability to handle multiple tasks simultaneously whilst remaining flexible, proactive, and efficient.

  • Aptitude for learning and willingness to develop & expand role where required. Demonstrate, through words and behaviours, an in-depth understanding and strong personal commitment to your work., Willingness to study relevant qualifications as identified., Communication and Confidence

  • Team Working

  • Planning and Reviewing

  • Client Focus

  • Problem Solving and Judgement

    Arbuthnot Latham is committed to equal-opportunities for all staff and candidates. We embrace inclusion & diversity and understand why they are critical for the success of our business and people.

  • Agile working

  • Competitive salary, pension & holiday allowance

  • BUPA Health cover

  • 4x Life Assurance

  • Income Protection scheme

  • Discretionary bonus

  • Market leading maternity/paternity and menopause policies

  • Flexible benefits


    • Data Privacy and Reasonable adjustments

    We take keeping your data security seriously. For more detail on how we may keep your data please refer to our Privacy Notice