Team Secretary

The principal accountabilities of the job are: A high level of administration including:

• Photocopying, faxing, and the booking of couriers and drivers as required
• Preparing and maintaining Excel spreadsheets to include data entry, formatting, pagination and simple formulas
• Raising purchase orders using Oracle Financials
• Accurately filing and maintaining large volumes of paperwork and documentation
• The reconciliation of business and personal expenses which will include accurately cross referencing statements and receipts
• Extensive client and VIP contact when welcoming visitors and escorting them to appropriate office/meeting room on arrival. 
• Organising refreshments when required, including lunch which may be taken externally and require booking of restaurants, or internally when you will purchase and prepare the items.
• Administrative Support to PAs to include, but not limited to:
• Managing holiday records for the Group and Operational Executive direct reports
• Maintaining the professional appearance of the Executive area meeting rooms at all times.
• Preparing refreshments for internal and external meetings as required.
• Assisting with the collation and binding of meeting papers, for example Audit and Board papers and Monthly Claims team packs.
• Making travel arrangements for Operational Executives, their direct reports and members of their departments. 
• Liaising with Reception to book car parking as required.
• The reconciliation of business and personal expenses which will include accurately cross referencing statements and receipts

PA SupportAd-hoc PA support will be provided to Executives as directed. 

• Diary management; arranging meetings where appropriate
• Fielding telephone calls and taking accurate messages
• Making travel arrangements
• To correctly file relevant documentation in a timely way

There will be a degree of extreme ‘task focus’ which will require flexibility, willingness and a dedication for getting the job done professionally, efficiently and accurately. The jobholder will have an enthusiastic and helpful manner and the desire to work within a team of hardworking individuals.

 

The technical competencies, skills and attributes required to perform the job are:

• To be adaptable in accordance with the different needs and the broad aspects of the role.
• To maintain absolute confidentiality and discretion at all times.
• First class organisational skills with an ability to prioritise your own work in order to meet often demanding deadlines.
• Excellent written and verbal communication skills with a warm and professional telephone manner. Must be able to take accurate messages and pass on information in a timely and clear way.
• Professional and appropriate personal presentation as there will often be client facing requirements.
• Excellent interpersonal skills, in particular the ability to work in a closely knit team environment and to deal with VIPs and senior management confidently and appropriately.
• An attention to detail with a high level of accuracy is essential. You must be able to proof read your own work.
• Good to excellent Word, PowerPoint, Excel and Outlook skills.
• The resilience and flexibility to maintain consistency of work performance under pressure to make sure all deadlines are met.
• An eagerness to learn quickly and who will thrive in becoming an integral member of a very close, professional team of individuals.
• The successful candidate will be quietly confident and assertive without being pushy, unflustered yet proactive, calm yet persistent.

 

Where specific UK qualifications are required we will take into account overseas equivalents.

Basic salary £21,000 plus package.