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To provide comprehensive, professional and effective administrative support to the HR department. Must display a considerable degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with staff, service users, colleagues and visitors.
• Responsible for ensuring all communication is accurately and appropriately undertaken using methods and terminology appropriate to the needs of the HR department and teams.
• To be highly skilled and experienced in the full range of organisational and administrative work practices, software programmes, and specialised functional terms.
• To be highly skilled in managing the diary and commitments and answering queries, this involves planning and organising meetings, preparing meeting
papers and booking rooms as required. This will involve direct contact with staff at all levels.
• To provide a professional, comprehensive and efficient confidential role, including the preparation of letters, emails and memo’s and ensure all queries are dealt with in a timely manner.
• To attend meetings as required including the preparation, typing and distribution of agendas and papers. To take minutes of meetings as required and then transcribe these minutes and produce a draft for the chair of the meeting to review in a timely manner.
• To monitor and intercept telephone calls on behalf of the HR team and then liaise internally and externally ensuring all queries are brought to the attention of the relevant manager and that appropriate action is taken.
KNOWLEDGE, TRAINING AND EXPERIENCE
Advanced IT skills
RSA III/NVQ 3 or equivalent.
Trained and experienced at intermediate level in a range of software packages
Good standard of English & Numerate
Advanced secretarial skills such as audio and voice recognition software
At least 2/3 years experience in a secretarial environment
AREAS OF EXPERIENCE AND KNOWLEDGE:
The ability to organise and prioritise own workload within any specified guidelines where guidance
is not readily available, but at set intervals
Proficient in diary management co-ordinating appointments to ensure best use of Managers’ time
Experience of transcribing formal minutes of meetings.
Independent/lone working and team working skills
Experience of adapting to change and managing work in a changing environment
Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
HR Team Secretary job description
Will be highly proficient in using a full range of audio/typing/word
processing/ email communications and photocopying.
Will also be responsible for information and communication systems and technology, with a willingness and aptitude to develop this expertise.
The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work, whilst ensuring clear communication
within the HR department and teams, Executive Personal Assistant and team secretary colleagues.
To undertake non-routine duties without direct supervision,
working within broad procedural guidelines.
To be highly proficient and expert in ICT systems, advising and guiding
others in team, supporting new users and instructing them as necessary.
• To use proficient internet skills to access, search and retrieve data relevant to
• To support the Employee Relations team in producing investigation packs,
collating relevant information and support in setting up hearings.
• To use modern technology and ICT systems to support the
administrative tasks as necessary in daily work including producing
administrative reports as required.
• To maintain an effective confidential filing and bring-forward system.
• To use knowledge, and experience to meet the needs of the teams by
completing non-routine tasks on a daily basis.
• To update skills as necessary and attend and complete mandatory training.
• To work unsupervised, on a daily basis, prioritising own workload, using
initiative as to what is routine and what is priority / urgent.
• To sort and prioritise daily correspondence for the HR team and pass to
members of the team for action.
• To use agreed guidelines/procedures and develop
knowledge/skills/qualifications when working autonomously and managing
• To participate in yearly appraisals with line manager.
• Any other duties as may be reasonably required within the scope of the post.
• To work closely with the Executive Personal Assistants and other Team
Secretaries, ensuring the work of the HR team is aligned with the director’s
• To work closely with the Senior Managers within the department to ensure that
administrative support is provided across the HR department.
• To use a range of information technology and communication skills to develop
effective relationships with managers, teams and colleagues; facilitating
effective and timely communication.
• To exchange confidential, sensitive information with staff, in person or on the telephone.
• To utilise excellent communication skills, such as listening, re-assuring, and
understanding, when dealing with issues, concerns and complaints.
• To be experienced with a range of communication methods including written,
oral, telephone, and use of software.
• To use effective communication in dealing with staff, external organisations,
and service users where there may be barriers to effective communication.