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Secretary job discription

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Job Summary

We require an effective and enthusiastic secretary to join a small administrative team providing support to the Head of Department. You will be an energetic team player with a positive and flexible approach, experience in a previous secretarial role and good IT and communication skills.

 

You will also contribute to maintaining personnel, finance and IT administration within the company.

Main responsibilities-Secretary job discription

Secretary job description

 

KEY DUTIES:

 

    * a) To provide high quality support to members of the management team undertaking all relevant administrative and secretarial duties. This will include the production of complex reports, presentation and other supporting documentation, using spreadsheets, etc., as necessary.

    * b) The administration and security of personnel information.

    * c) To respond to telephone and other face to face enquiries dealing sensitively and confidentially.

 

    * d) Responding appropriately to complaints, including recording information accurately.

    * e) To complete audits under the guidance of Senior Managers.

    * f) To assist in diary management, arranging appointments and meetings as necessary.

 

    * g) To sort the mail for the Designated Locality / Team, taking preparatory action where appropriate.

    * h) Prompt distribution of all incoming and outgoing post.

    * i) To make and receive telephone calls on behalf of the Team, logging incoming calls, taking accurate messages and bringing urgent matters to the attention of staff, as appropriate.

 

    * j) To draft correspondence, within defined and agreed boundaries.

    * k) To take responsibility for ensuring that adequate stationery supplies are maintained

 

    * l) To follow Department processes for the submission of maintenance requests as necessary.

    * m) Routine photocopying of correspondence and training materials as necessary

    * n) Supporting meeting structure, organising date and venue, attending meeting, preparing agenda, taking and producing minutes for Chair.

 

 

 

 

Main responsibilities [cont] -Secretary job discription.  

Knowledge, Skills and Abilities-Secretary job discription

 Personnel

 

    * a) To support the Department personnel administration in relation to recruitment.

    * b) To supervise junior staff, including contributing to their Individual Performance Reviews

    * c) To aid the recruitment of administrative and clerical staff

    * d) To contribute as necessary in ensuring appropriate documentation is completed to record new starters, terminations and employment changes.

    * e) To support new staff in obtaining ID swipe cards and ensuring that these are returned when staff leave.

    * f) To maintain accurate sickness/absence records for the Team

    * g) To maintain accurate annual leave records for the Team

    * h) To contribute as necessary in maintaining an up-to-date induction folder for new staff

 

Finance

 

    * a) To ensure any finance related paperwork is processed in line with policy

    * b) To follow Department processes in the requisitioning of stationery, test and therapy materials and any other necessary supplies.

 

    * c) To support staff in the administration of study leave applications and associated bookings and costs, travel expense claims and other expense forms.

    * d) To ensure any invoices received and coded and then passed for authorisation

 

    * e) To collect petty cash from the Cashier once disbursements have been signed and recorded in line with Department procedures.

 

 

EDUCATION

 

   1. GCE/GCSEs to include English Language

   2. RSA Stage II or equivalent

   3. Shorthand 100 wpm.

   4. Working knowledge of spreadsheets and databases

   5. Working towards ECDL

   6. Training in Office Procedure i.e. NVQ Level 3 Business Administration, or equivalent

 

Secretary job description

 

SKILLS AND ABILITIES

 

 

 

 

 

 

 

 

 

 

 

   1. Organised methodical approach

   2. Excellent communication and inter-personal skills

   3. Able to set, and work to deadlines on own initiative

   4. To ensure confidentiality of client and staff data

   5. Attention to detail

 

EXPERIENCE

 

Previous relevant secretarial experience

 

OTHER REQUIREMENTS

 

   1. Excellent health/attendance record

   2. Enjoy working both individually and as a team member

   3. Willing to travel to other locality sites if necessary to meet service demands

   4. Demonstrates desire for continuous personal development

 

Secretary job discription

Secretary job discription

JOB PURPOSE

 

    * 1. The post holder will be a member of an administrative team providing secretarial support to the Head of Department.

 

    * 2. To contribute actively in maintaining high quality Personnel, Finance and IT administration systems.

 

    * 4. To supervise junior staff.

 

    * 6. Prioritise workload of self and other junior staff to provide an efficient administrative service without the need for direct supervision.

    * 7. Completion of personal development plan. This will include receiving appropriate training and supervision from Manager.