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To provide a range of secretarial and administrative services to the management Team.
1 To research and prepare letters and reports for approval and signature by the Management Team.
2 To produce typed transcripts from notes, minutes of meetings, copy work or audio tapes.
3 To carry out a range of word processing tasks to produce generated charts, graphics and spreadsheets.
4 To act as a main point of contact for the Management team, maintaining diaries/schedules as appropriate.
5 To create and maintain a variety of computerised and manual records and indices.
6 To deal with incoming post, actioning correspondence and researching information.
7 To deal with internal and external enquiries received both by telephone and in writing.
8 To fulfil the secretarial role with regard to organising meetings, including contacting delegates, circulating agendas, taking minutes and all other related administrative tasks including the booking of venues and arranging for the provision of refreshments.
9 To make ready any files, documents or background information that may be required by the Management team.
10 To make travel and accommodation arrangement for the Management team as required.
11 To accompany the Head of Department or his/her Deputy in the capacity of personal assistant on work assignments at external locations.
12 To undertake appropriate administrative work from the Head of Department`s involvement with local, regional or national working parties and/or organisations.
13 Monitoring the budget held by the Head of Department
14 To update and circulate records and lists of information to Regional Managers and Unit Managers
15 To manage the website
16 To make use of external e-mail, sending to and collecting messages.
17 To monitor the staff appraisal scheme to ensure timeliness and update the relevant IT system.
18 To record and monitor sickness and overtime using the relevant IT system.
19 To perform a range of additional administrative tasks as deemed appropriate by the Head of Department commensurate with the responsibilities of the role
20 To be aware of company policies on Equal Opportunities, Health and Safety and Data Protection and comply with the legislation and the standards of `good practice`.
3-5 GCSE`s including English and Mathematics or equivalent qualifications OR work experience deemed to have
brought the postholder to a comparable level.
RSA II in Typing/Word Processing or equivalent.
RSA III Typing/Word Processing or equivalent qualification.
RSA ll Audio tape transcription.
A formal qualification in Office Practice or Public Administration
Management Assistant Job Description