Team Secretary

Vacancy Name Team Secretary Vacancy No VN096 Employment Type Permanent - Full time Division TRC Britannia Area Claims Regulated Role N/A Line Manager Responsibilities No Location London Workplace Hybrid About the Role We are seeking a proactive and organised Team Secretary to join our Claims department for the Britannia Group. This role will provide administrative and secretarial support to a team of 7 Claims Handlers based in London. You will report to the Divisional Director of the Japan and Israel claims team and work closely with three other secretaries in the wider claims department. This is a varied role with a focus on electronic document filing for claims handlers as well as providing day to day assistance to team members. Your Responsibilities

• Manage and organise emails and documents, filing them accurately in the Electronic Document Management System (EDMS) to support record-keeping and for internal audit compliance.
• Coordinate meetings for internal staff and external visitors, including booking meeting rooms, arranging refreshments, and ensuring all logistical arrangements are seamless and professional.
• Arrange internal and external lunches including accommodation of dietary requirements to support team and client engagements.
• Process expense claims using SAP Concur, ensuring timely and accurate reimbursement in compliance with company policies.
• Prepare and distribute papers for regular meetings, such as claims and service team meetings, to facilitate informed discussions and decision-making.
• Print and scan documents, ensuring they are well-presented and kept confidential.
• Organise travel arrangements for team members, including booking flights, accommodation, arranging itineraries and ordering foreign currency to support business needs efficiently.
• Provide ad-hoc support to team members, responding promptly to requests to ensure smooth team operations.
• Cover other secretaries in the wider team as needed.

The responsibilities listed are not exhaustive and may be subject to change. About You Knowledge/Experience

• Minimum of five years experience in a similar administrative or secretarial role.
• Experience gained within a legal or claims team is desirable.
• Familiarity with an electronic document management system is desirable but not essential.

Qualifications/Education

• GCSE Maths and English at Grade C / 4 or above (or equivalent).

Skills

• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Proficiency in Adobe Acrobat for editing and managing PDFs is desirable.
• Experienced with Zoom and Microsoft Teams for virtual meetings.

Competencies

• Attention to Detail: Ensures accuracy in tasks like document preparation and expense processing.
• Proactive and Organised: Anticipates team needs and prioritises tasks to meet deadlines efficiently.
• Teamwork and Communication: Collaborates effectively with teams, communicating clearly to coordinate tasks.
• Professionalism: Maintains confidentiality and upholds high standards in all interactions.
• Adaptability: Handles changing priorities and supports other teams as needed.
• Initiative and Foresight: Confidence to support the needs of the team effectively.

About Us

Tindall Riley manages three insurance businesses. The Britannia Group (Britannia P&I), a mutual club that provides protection and indemnity (‘P&I) insurance and freight, demurrage and defence (‘FD&D) cover to shipowners and charterers around the world. The Griffin Insurance Association Limited (Griffin), an insurance mutual that provides professional indemnity insurance to broking firms and MGAs around the world. The Wren Insurance Association Limited (Wren), an insurance mutual that provides professional indemnity insurance to architectural practices operating in the UK and overseas. Today, we employ over 300 people globally across 9 offices and have a shared commitment to providing exceptional insurance services for our Members worldwide.

We can offer you a competitive salary and a varied benefits package. We have a hybrid working policy, three days from the office and two days remotely. We are proud of our friendly workplace culture, where we offer ample opportunities to socialise and prioritise wellbeing.

We are committed to the equal treatment of all current and prospective employees. We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join Tindall Riley. To find out more visit our websites: tindallriley.co.uk, britanniapandi.com, griffin-insurance.co.uk, wrenmutual.co.uk.

Information :

• Company : Tindall Riley
• Position : Team Secretary
• Location : Hybrid work in London
• Country : GB