Secretarial support - 34 hours per week, Monday - Thursday

Key Responsibilities:

• Online Diary Management - Extensive knowledge and experience required of MS Outlook.
• Book Meetings / Events - The setting up of meetings, varying from individual/departmental meetings to large conferences.
• Book Travel / Accommodation / Hire Cars - Through company-approved travel arrangers, make arrangements for managers and, time permitting, department personnel. Produce itineraries for periods of travel and complete expense claims.
• Reception / Front of house cover
• Telephone Cover - Provide professional telephone cover, including answering manager''s calls when required.
• Visitors - book in visitors, in-line with security requirements. Ensure appropriate equipment and facilities are working and ready for use. Greet visitors at Reception and escort to appropriate meeting room/office.
• Order Refreshments - via on-site caterers.
• Stationery Supplies - Ensure stationery cupboards have adequate stock and are not open to abuse.
• Filing - Organise filing systems and keep information updated.
• New Starter Assistance - Follow processes for assisting new starters, i.e. Name cards, Introductions, Tours, Security, Health andamp; Safety, Training and IT.
• General Department Support - Assist other members of the department as required and appropriate.
• Policies andamp; Procedures - Comply with all company policies and procedures.
• Conference Room Supervision - Perform conference room maintenance and daily checks, raising calls to report broken/missing equipment.

Additional/Occasional Duties and Tasks

• Take meeting minutes if/when required.
• Keep a record of department vacation, as required by individual managers.
• Track department personnel changes for submission to organisation charts.
• Prepare presentations for meetings using MS PowerPoint®, Excel® and Word®, often at short notice. Attendance at meetings may also be required.
• Type employee and customer letters, making sure standards of confidentiality are met.
• Holiday or sickness cover for onsite main reception.
• Other duties, subject to requirement: Purchase Orders, electronic document control, stationery ordering and purchase approvals.

LCCI Private Secretary''s Diploma, Pitman Apply Save