Team Secretary to cover Maternity Leave (Fixed term of 9 months with option to extend by a further 3 months)
Key Responsibilities
· Typing of letters, reports etc, from audio and copy typing, photocopying, faxing, filing, archiving, general office administration
· Receiving, date stamping & distributing incoming post, email, faxes, etc. Collecting and preparing outgoing mail for pick up including special deliveries
· Provide reception duties on behalf of the team, taking and transferring calls. Receiving and distributing messages as appropriate - taking clear messages and passing these promptly to the appropriate member of the team using judgement of urgency. Providing courteous and responsive face to face contact for visitors.
· Maintain and coordinate Microsoft Outlook diary management system, schedule and make appointments on behalf of the team
· Participate in team meetings and assist in the implementation and continual review of systems to ensure good practice.
· Preparation of the boardroom for business meetings.
· Assist in the arranging of travel and accommodation
· Maintain paper based and computer systems. Provide efficient data entry into information systems as required, e.g. Microsoft databases ensuring data accuracy and quality.
· Ensuring the provision of day to day supplies to the team as and when necessary. To assist with organizing of repairs and maintenance of office equipment.
· Assist in the updating of marketing material
· Establish & maintain effective working relationships with colleagues, clients, suppliers, professional advisors & the general public
· To assist in ensuring the cleanliness and tidiness of the office.
· Identify & assist in cost-saving activities
· Adhere to company policies & procedures including health & safety and the proper use & care of equipment & materials for which the role has responsibility.
· To work as a team member within the admin team and multi-disciplinary team, providing cover within the admin team when necessary
· Provide an overall duty of care towards the success of the company & its obligations
· Any other tasks and duties identified by the Office Manager as being the responsibility of the Secretary
