At PwC, our people in business services and support focus on providing efficient and effective administrative support to enable smooth operations within the organisation. This includes managing schedules, coordinating meetings, and handling confidential information.
Those working as assistants and office support at PwC will provide high-level administrative support to senior executives, including managing their schedules, coordinating meetings, and handling confidential information. You will play a crucial role in maintaining smooth operations and effective communication within the organisation.
In our changing world, you are expected to deliver high-quality work that enables your teams and/or clients. You create a positive working environment, and build relationships quickly and easily. You are curious, anticipate and address the needs of others, and look to fully understand each task before assisting in the most appropriate way. You are organised, and work collaboratively and efficiently, staying energised even when faced with challenges or ambiguity.
Examples of the skills, knowledge, and experiences you need to lead and deliver value at this level include but are not limited to:
- Apply a learning mindset, take ownership of your development, and share and adopt best practices to continuously upskill yourself and others.
- Conduct yourself in a professional manner and take responsibility for your work and commitments.
- Actively listen, check your understanding, interpret and respond appropriately.
- Tailor your communication style and method based on your audience.
- Organise and prioritise information and tasks to achieve efficient and effective outcomes.
- Suggest new ideas or solutions when problems and/or opportunities arise.
- Adapt to meet the changing needs, processes and assignments of your teams and/or clients.
- Learn and apply professional and technical standards (e.g. refer to specific PwC tax and audit guidance), uphold the Firm’s code of conduct and independence requirements.
Main Purpose of the Job
To assist internal clients with the retrieval of company documents, and to ensure the safekeeping, updating of systems and to control the destruction procedures of company files.
- Assist internal clients with the retrieval of company documents.
- Ensure the safekeeping, updating of all company documents.
- Ensure the efficient running of the archiving department.
- Ensure to familiarise with the Archiving Dept. General Rules.
- Ensure to Read & Understand document retention policy
- To assist with any additional Archive related request.
Performance Goals
Client enquiries
- Database & register
- Ensure that client’s requests are met daily, and to give immediate feedback when there is a problem.
- Clients receive information on time.
- Answer client’s requests via SnoW platform
- Assist clients with the retrieval of documents on-site by referring to the:
- Deductive reasoning the ability to apply general rules to specify problems to produce answers that make sense
- flexibility of closure – ability to identify or detect a known pattern (A figure, object, word, or sound) that is hidden in other destructing material.
- Inductive reasoning- the ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among unrelated events)
- Selective Attention- the ability to concentrate on a task over a period without being distracted.
- Category flexibility-the ability to generate or use different sets of rules for combining or grouping things in diverse ways.
- Near vision-The ability to see details at close range (within a few feet of the f observer)
- Oral Comprehension -The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Oral Expression-the ability to communicate information and ideas in writing so others will understand.
- Written Expression- The ability to communicate information and ideas in speaking so that others will understand.
- Speech recognition-The ability to identify and understand the speech of another person.
- Information Ordering – The ability to arrange things or actions in a certain order or pattern according to a specific rule or set rules (e.g. patterns of numbers, letters, words, pictures, mathematical operations).
- Perceptual Speed- The ability to compare similarities and differences quickly and accurately among sets of letters, numbers of objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object.
- Problem Sensitivity–The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
- Speech Clarity-The ability to speak clearly so others can understand you.
- Written Comprehension-The ability to read and understand information and ideas presented in writing
Manage Document Storage
- Ensure that all documents registered on the archiving system, be kept under strict confidentiality.
- Ensure that the client signs for each document leaving the archiving premises.
- Ensure that documents are distributed to internal clients only, and not to clients of the firm.
- Ensure that no one without legal access is allowed to enter the archives.
- Be present when assisting clients in the department.
- To ensure the safekeeping of each document.
Deep Storage documents
On-site Documents:
- Confirm availability of documents.
- Find documents and contact clients about the availability of documents either verbally in writing or electronically.
- Ensure Clients requests are efficiently handled.
- Supply document to client.
- Ensure that the client signs for documents.
- Complete and file request card.
Off-site Documents: (Deep storage)
- Confirm availability of documents.
- Contact clients and inform them about the availability of documents either verbally in writing or electronically.
- Receive delivered box.
- Open the delivery box and remove the document.
- Contact client for collection of documents.
- Ensure that the client signs for documents.
- Complete and file request card.
- Keep record of who is in possession of the company’s document/s
Confidentiality
- Be present when assisting clients in the department
- Control access to the archive department to maintain a confidential environment
- Ensure that all documents registered on the archiving system, be kept under strict confidentiality.
- Ensure that the client signs for each document leaving the archiving premises.
- Ensure that documents are distributed to internal clients only, and not to clients of the firm.
- Ensure that no one without legal access is allowed to enter the archives.
- Be present when assisting clients in the department.
- Control access to the archive department to maintain a confidential environment.
Daily Duties
- All documents are registered on hard copy
- Ensure that box numbers are recorded on outgoing files to clients
- Ensure that deep storage bins are collected on floors for the destruction of confidential documents
- Ensure that document returns are captured and recorded before dispatch to deep storage
- Ensure that incoming documents from clients are sorted under the correct departments – partners or groups to prevent confusion when retrieving documents the correct binding off procedure is used.
- All documents are registered on hard copy
- Follow and understand all oral and written instructions
- Ensure that document returns are captured and recorded before dispatch to deep storage Service Provider
- To meet deadlines on workload delegated by the Senior Associate.
- Ensure that the client requests are met daily.
- Must be able to work under pressure and flexibility.
- Ensure that the request form is completed and signed by the client/s.
- Ensure that returned documents are repacked in correct boxes, to avoid misfiling or misplacing of documents.
- Ensure that box numbers are recorded on outgoing files to clients
- Establish and maintain effective relationships with fellow employees
- Ensure Client requests are met daily and give immediate feedback when there is an issue.
- Answer clients with retrieval of documents both onsite and offsite by referring to the database and register
- Binding of correspondence documents
- Sending binded documents offsite to deep storage
Housekeeping
- Ensure that department is always kept neat and tidy
- Ensure that all old deep storage boxes are destroyed and removed from the archives.
- No Eating allowed at workstation.
Knowledge
- MS Office
- One Drive
- Paper File Management System
- Snow Helpdesk
- Redwood Timesheets
- MS Teams
- Workday
- Webex
- OLA Overtime
- O’Neil
Skills
- Active Learning: Understanding the implications of added information for both current and future problem-solving and decision-making.
- Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Coordination: Adjusting actions in relation to others’ actions.
- Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Learning Strategies: Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
- Reading Comprehension: Understanding written sentences and paragraphs in work related documents.
- Service Orientation: Actively looking for ways to help people.
- Social Perceptiveness: Being aware of others’ reactions and understanding why they react as they do.
- Speaking: Talking to others to convey information effectively.
- Time Management: Managing one’s own time and the time of others.
- Computer Literacy
Attributes
- Teamwork to achieve Department objectives.
- Strong Ethics