4 months ago
Hours: 37.5 hours a week
To maintain and update diaries for members of the Senior Management Team as appropriate.
To provide and receive routine, complex and sensitive information/requests,, host organisations and external sources, and answer queries via telephone, in person or electronically; transferring calls or passing on accurate by email or by information/messages, as appropriate.
To arrange meetings and make appointments; book meeting rooms, set up electronic equipment utilising equipment, and co-ordinate, if required, the provision of refreshments. This may require the negotiation and prioritisation of other meetings to ensure meeting rooms/video links are available.
To arrange and coordinate conference calls.
To be responsible for the distribution of agendas and meeting papers; to take minutes of meetings and transcribe them into formal minutes or action notes, as required.
To produce a wide variety of documents such as reports, presentations and spreadsheets, and other supplementary secretarial services, such as photocopying, faxing, shredding, distribution of mail, establishing shared folders and formatting documents.
To undertake general filing and maintain an organised, confidential paper-based and electronic filing system in accordance with the Records Management Policy.
To maintain an efficient brought forward system/flagging system.
To update personal files with annual leave/sickness/study leave/on-call and any additional documentation as appropriate.
To meet and greet visitors, ensuring any visitors have signed in/out of the visitor's book and that a visitors badge has been allocated.
To open and log incoming mail, and to distribute accordingly. To prepare and log outgoing mail, and if appropriate, frank/stamp mail, and take to the post office.
To arrange/co-ordinate/book and receipt travel and accommodation bookings.
To be aware of work/financial procedures and practices, and act in accordance with them as appropriate.
To implement policies for own work area and propose any changes to working practices or procedures to improve the efficiency of the office.
To monitor and order goods/stock from agreed point/supplier on a regular basis, raising or passing on full instructions for the raising of a requisition order, if appropriate; and to distribute or place received goods/stock in accordance with office practice.
To liaise with Estates or other outside Agencies to undertake maintenance/repairs/work, as required, ensuring that the appropriate paper documentation is raised/received, and obtaining quotes where required.
To collate monthly timesheets and verify submissions and forward to the relevant Manager within agreed timescale, ensuring time sheets are completed.
To check expense claim forms and On-Call forms ensuring they meet the level of scrutiny required and forward them to appropriate departments.
To participate in the appraisal programme.
To act independently within occupational guidelines, but with guidance or supervision, and within agreed timescales.
To provide cover for colleagues during periods of absence such as annual leave, training or sickness absence.
To undertake any other duties deemed appropriate which is commensurate with the grade.
To be responsible for the electronic maintenance of invoices if appropriate.
To record and monitor Study Leave Applications, through ESR.
To forward immediately any complaints received to the Concerns Department.
Preparation and distribution of the On Call Rota if appropriate.
To undertake DSE assessments, recording information, arranging quotes and ordering special equipment, if required.
To assist with the internal/external mailing of bulk items, as appropriate.
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