Team Secretary

3 months ago

Reading, United Kingdom John Wood Group Full time

Wood is currently recruiting for a Team Secretary to support our Consulting business based in Reading.

The position supports hybrid working based in our Reading office.

**The Role**

The team Secretary will be integrated with and primarily support the Process and Chemicals part of our Consulting business unit.

This is an ideal role for an individual with exceptional administrative and organisational skills who enjoys working with and managing stakeholders at all levels of a business.

**Our Clients and Projects**

**It’s a future for all of us **. We aspire to shape a better tomorrow by unlocking solutions that address the biggest challenges facing our clients and our society.

Our Consulting business in Reading is currently made up of a team of 50+ individuals providing high-end technical consulting services to our clients that provide the direction they need as their projects mature through the early phases of the development cycle.

Across our Technical Consulting business, we service a varied client base worldwide including; world-class private developers (major and independent), investment banks, utilities & power generation companies, technology providers, national, international and private energy companies. We provide value added services bespoke to the clients' requirements across; advisory services, technical specialists, project management, owners engineering through all pre-FEED project phases as well as supporting Wood Project and Operations Business Units through FEED and EPC phases of the project lifecycle.

The work that we do for our clients is key to making the energy transition possible.

**What we can offer**
- **A caring team culture; **we support each other professionally and personally, encouraging knowledge sharing across all areas of the business
- **Meaningful and interesting projects **delivered to leaders of industry across the Energy sector, supporting our clients with their sustainability and decarbonisation targets
- **Flexible working arrangements **that balance client, team and individual needs offering hybrid and remote working where relevant
- **Commitment to Diversity and Inclusion; **we are an organisation actively committed to diversity and inclusion across our business
- **Competitive renumeration package **with regular reviews to ensure we are rewarding at the right level in line with the market
- **Flexible benefits package **inclusive of 33 days annual leave (including public holidays),plus the potential for one additional ‘flex day’ per month. Further benefits include a generous contributory pension scheme, private medical cover, 4x base salary life insurance; all of these and more that can be adapted to suit your own lifestyle
- **Commitment to continued professional development; **development plans that are tailored to your individual needs and interests
- **Global connections **; join experts around the world who are at the leading edge of our industry, shaping the standards of our profession

**The key objectives for this role are**:

- Acting as point of contact for the Consulting team for all administrative matters
- Arranging visas for project travel for Wood personnel and the Client
- Arranging worldwide travel, flights, accommodation, transfers; sometimes with complex itineraries
- Collating, running, updating, coordination and distribution of weekly, monthly and executive reports
- Administration of new starters and leavers for the team ensuring all software and hardware requirements are on track
- Maintaining department data such as distribution lists and contact lists, team CV’s, floor plans and asset numbers lists, data access
- Supporting Oracle timesheet adjustments and corrections (A10s) and checking expenses
- Managing the office space for the team including desk allocations, arranging monthly HSE inspections and managing meeting room bookings and hospitality
- Ordering of stationery and miscellaneous dept supplies
- Co-ordinating team building and social events, workshops on and off site
- Providing point of contact for distribution lists for external subscription services and internal programs such as the Energy Transition Academy
- Administration of Oracle systems (our ERP system) in support of dept/proposal/projects

**Expected**:

- Ability to collaborate within a team
- Previous experience working in a project / team secretary or office manager or senior administrative role
- Excellent organisational and administrative skills
- Ability to communicate and liaise with staff at all levels
- Ability to manage confidential information appropriately
- Expert user of Microsoft Office packages
- Ability to use ERP systems and Travel Booking systems
- Ability to be proactive and effectively support Department and Managers with mínimal support
- Readily adaptable with excellent communication skills

**Desirable**:

- Knowledge of relevant Wood working practices and procedures
- Experience of working with the Oracle ERP system is advantageou

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