ACCOUNT ORGANISATION & ADMINISTRATION:
- Build an understanding of the clients, their products and PR programmes and objectives
- Make arrangements for external and internal meetings, including room and venue booking, liaison with delegates, travel and accommodation arrangements, AV, equipment and catering requirements
- Undertake administrative work for the account team to meet all deadliness and priorities
- Participate in account team internal meetings and develop and circulate action plans
- Produce accurate copy quickly and efficiently and check copy for grammatical, spelling and arithmetical mistakes.
- Be aware of and abide by client and company branding guidelines
- Liaise with clients and contacts to arrange meeting dates internal and external and keep receptionist informed
- Respond promptly to team requests (internal and external)
- Ensure all client calls and requests are responded to if account team are unavailable
- Responsible for setting up appropriate filing systems (electronic and paper versions) for accounts and maintaining these
- Responsible for setting up job numbers and computer directories and managing team filing systems
- Make travel bookings and produce detailed itineraries for teams and external customers
- Set up and adhere to the company job bag system
- Know how to use all OHPR equipment correctly and efficiently and report faults to appropriate person
- Maintain a comprehensive knowledge of the OHPR computer systems and WP packages and be competent in powerpoint, word and excel
- Adhere to deadlines and flag up any potential issues in advance to team members
- Assess requirements for events and be responsible for ordering appropriate equipment and stock
- Maintain up-to-date list of account materials in storage
- Adhere to OHPR standard operating procedures and guidelines
- Undertake filing , photocopying and faxing for account team
- Raise purchase orders, new job numbers and process invoices as required
- Create and maintain guard files for the outputs of all account project work (press and professional relations)
- Conduct research and media monitoring for accounts as and when required
- Keep abreast of industry/environmental issues and proactively flag issues and opportunities to teams
- Participate in OHPR scanning rota
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OHPR:
- Ensure understanding and implementation of all OHPR and OHW UK procedures and standards
- Ensure that meeting rooms are set up in advance of client meetings and provide refreshments at regular intervals throughout the meeting
- Ensure all forward booked client appointments are confirmed in writing prior to the meeting and also confirmed by phone the day before the meeting
- Ensure meeting rooms are cleared immediately after every meeting
- Pro-actively take on additional priority work when required
- Keep storage and work areas tidy and assist in keeping the overall office space tidy
Removal Date 23-Feb-2017