secretary Lincoln, England
Job description
JOB DESCRIPTION
SECRETARY
Aug 2023
Work schedule - between 9am and 5pm (Monday to Friday)
JOB SUMMARY
To provide an effective and competent level of administrative clerical support and secretarial service and to the Directors, Engineers and other members of staff.
To act as first point of contact (reception, telephone, email) for clients, both current and prospective, suppliers and members of the public maintaining a professional image and ensuring that enquiries are dealt with in a timely manner.
MAIN DUTIES & RESPONSIBILITIES OF THE POST
Provide comprehensive day to day office based support, including secretarial services to the Directors, Engineers and other members of staff as appropriate to enable them to carry out their duties in an effective and efficient manner.
Typing of all business documents (reports, file notes, letters, emails) via audio dictation.
Establish and maintain office systems, including filing, archiving, bring forward, copy correspondence, etc. to ensure the effective and efficient running of the office.
Monitor stock of office supplies, including catering essentials, order replacements and purchase items as and when necessary ensuring all items are available when required.
Ensures all purchase invoices are correct and passed for payment on time.
Update and maintain the project database ensuring all electronic and hard copy documents are filed accurately.
Manage the electronic diary systems to enable the Directors, Engineers and other staff to effectively manage their time.
Organise ad hoc, informal and formal meetings including preparation and distribution of agendas when required, venue and refreshment organisation.
Organise site meetings/visits for staff members ensuring they have relevant information and that appointments are scheduled utilising their time as effectively as possible.
Carry out credit control duties following company procedure to ensure invoices for services are settled in a timely manner.
Manage the incoming post, using judgement and initiative, and ensuring any outgoing post is made ready for sending in a timely manner. Accept and sign for all deliveries.
Ensure that the organisations policies and procedures are kept up to date and are responsible for notifying staff of new policies, updates and amendments.
Ensures sickness absence and annual leave records are accurate and up to date.
Arrange transport and accommodation for Directors and other members of staff when required.
Proactively handle all internal and external telephone enquiries and redirects to the appropriate colleague.
OTHER INFORMATION
This role requires concentration. The post holder must be able to multi-task and work under pressure with tight schedules, numerous deadlines and changing or conflicting priorities.
The nature of the post means unpredictable and frequent interruptions and frequent use of a computer on a daily basis.
The post holder will be required to work on their own initiative within company procedures and with reference to Directors.
This job description may be revised in light of changes or developments, which may occur, and after discussion with the post holder.
The post holder will be required to use the equipment required to perform the task and carry out all duties in a safe and professional manner in compliance with current health and safety legislation.
All employees are required to observe standard/guidelines relating to Equal
Opportunities, Health and Safety, Security, Confidentiality and Data Protection.
PERSON SPECIFICATION
Essential Desirable How
Assessed
Education/ Proficient with Microsoft Office Computing AF & T
Qualifications suite (Word, Excel) qualification of ECDL, CLAIT.
Minimum of RSA II in Word processing and/or typing. AF
Good general education including GCSE in English and Maths. AF
Skills/abilities Excellent verbal and written communication skills AF & I .
Ability to manage own workloads and prioritise many competing demands. AF & I
Excellent organisational skills and ability to maintain filing systems to ensure they are current and relevant. AF & I
Clear and polite telephone manner.
Advanced keyboard skills. AF & T
Good analytical skills and the ability to learn in-house systems quickly. AF & I
Audio typing skills T
Experience Experience of working in a busy office – preference for 3 years’ experience in a similar role AF & I
Previous secretarial experience AF & I
including
Maintenance of office systems
- Arranging meetings
- Diary management
Handling electronic sales and record keeping. AF & I
AF – Application Form / CV
I – Interview
T – Test at interview
Job Types: Part-time, Permanent
Part-time hours: 25 per week
Salary: £12.00 per hour
Benefits:
- Company pension
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Lincoln, LN6 3PW: reliably commute or plan to relocate before starting work (required)
Experience:
- Administrative: 3 years (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
Application deadline: 07/08/2023
Reference ID: M238
