Job Description

Job description
Key focus of job:
Provide a proactive, professional, accurate and efficient administrative support service to the Planning, Regeneration + Infrastructure (PR+I) team based in Birmingham as well as providing remote support to other offices as required, in order to meet demanding timescales and requirements of clients.
Relieve Planners and Surveyors of desk-based administration tasks to enable them to focus on their fee earning activities.
To act as a conduit on business generation initiatives with the bid teams and marketing to ensure a high quality and consistent approach to the business generation initiatives including preparation of tenders/pitches as part of the team.
Provide business support to the National Head of Planning Consultancy.
Main tasks:

• Assisting Directors in collation of monthly fee reporting and ad hoc data collation as required along with business support required for updating Board reports and other Group reporting.
• Utilising internal systems (Ebis) to open new jobs, produce invoices and monitor and deal with disbursements
• Reporting to and working with Divisional Head of Administration
• Acting as liaison and point of contact in respect of incoming calls to the PR+I Team.
• Producing accurate letters and reports in both hard copy and electronic formats as required from audio dictation or formatting and amending documents produced by others, ensuring all work produced is to the highest standards and to agreed deadlines.
• Updating internal databases with information as required
• Opening new files for the team in accordance with divisional requirements (both electronic and paper based as required) and utilising in-house systems 3 to check conflicts of interest
• Undertaking day to day administrative tasks within the Department including photocopying, scanning, filing of documents, production of OS Maps
• Printing and collating reports, binding and producing electronic versions to particular client requirements using PDF software
• Maintaining efficient filing systems in accordance with internal business management systems standards (Quality Assurance) and dealing with archiving of files on a regular basis
• Managing key contact and client targeting data for business generation purposes
• Attending team meetings and reporting updates on all housekeeping matters related to internal debt/disbursement management if appropriate and updates on internal audit/compliance for the respective teams.
• Assisting in bid preparation when required in either Word, Excel or PowerPoint formats
• Providing ad hoc administrative cover to other teams during busy periods and holidays
• Any other reasonable duties commensurate with this level of post.

Key Skills/Competencies:
Technical Skills

• Thorough working knowledge of IT systems, particularly of Microsoft 365 packages including Word, Excel, PowerPoint, Teams and Outlook as well as Adobe Acrobat
• Capable of working under strict timetables and dealing with a heavy and demanding workload Customer Focus
• Demonstrates and understands the requirements of the customer
• Confidently deals with enquiries from clients and the general public

Communication Skills

• Confidently expresses a personal view on a situation and is able to share their experience and ideas with the rest of the team
• Demonstrates a commitment to self development
• Speaks to others with ease and clarity

Personal Qualities

• Presents a professional image when dealing with clients
• Demonstrates ambition and commitment to self development Analytical Reasoning
• Demonstrates good attention to detail by regularly producing carefully prepared, accurate work
• Uses thorough and effective data gathering techniques in all aspects of the work Organisational Focus
• Demonstrates knowledge of the services provided by LSH Group
• Able to co-ordinate busy workload and manage surveyor's diaries and meetings

Interpersonal Skills

• Demonstrates co-operation and willingness to work with others
• Demonstrates good, confident social behavioural skills
• Able to work within a team environment, as well as on their own initiative

We understand the value that a diverse and inclusive working environment brings to Lambert Smith Hampton. We celebrate the different perspectives and insights that people can bring through their cultures and backgrounds. We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or any other protected characteristic.
We want to ensure that your application can be considered for all relevant roles across the Lambert Smith Hampton group of companies, including subsidiary and affiliate companies. We believe that this will ensure that talented people interested in developing their career with us will be considered for the widest range of opportunities that we can provide and will also receive the best candidate experience.
By submitting your application, you acknowledge that your personal data may be shared with other Lambert Smith Hampton Group subsidiary and affiliate companies in support of this objective. All data will be handled in accordance with applicable data protection legislation and our Privacy Policy, which can be found here:

Skills Required