Secretary

2 months ago

Preston, United Kingdom Morson Talent Full time

Secretary
Preston
Hours - 37
6 month contract
Pay rate £13.50/hr PAYE plus holidays
Our client BAE Systems are looking for support for their Head of Audit and the internal audit team to undertake a wide range of administrative activities, both routine and more bespoke.
Operating in accordance with departmental / company procedures ensuring work is completed within agreed time scales.

Proactive diary management and coordinating team meeting requirements to support the wider team, including the arranging of internal and external meetings, booking meeting
rooms and venues etc, checking the arrangements are satisfactory and making improvements as required.

Coordinate attendance at business meetings/reviews to ensure appropriate representation from IA and escalate as appropriate.

Arranging and co-ordinating travel requirements / visas and associated costs using the company systems such as those associated with procurement/expenses for Internal Audit
team members.

Booking travel as required, with reference to the UK T&E policy, and highlighting any exceptions prior to booking.

Helping team members with expense report creation as required, in adherence to UK T&E policy.

Routinely liaising with the Head of Audit, in order to provide proactive updates, obtain authorisation, and escalate issues ahead of time to allow for early action.

Proactively communicating in an efficient and polite manner with internal and external stakeholders, representing the Company in the best possible way.

Having a comprehensive understanding of document management and filing systems ensuring that all quality standards are met, and traceability so that information can be readily
retrieved. Recommending improvements that could be made to increase efficiency.

Collating data or information to produce more bespoke reports, schedules, presentations, summaries and letters as required for internal or external distribution.

A strong understanding of Health, Safety & Environment (HS&E) requirements within the workplace and proactive facilitation of any health and safety actions in support of a compliant
office environment.

Managing inventory of office suppliers for the Preston Internal Audit team using the preferred stationery supplier

To provide cover when required for the EA role to the Audit Director.

No budget responsibilities, but the role holder would be expected to demonstrate a cost effective approach to office management by providing cost challenge where appropriate and highlighting areas of concerns

Individual will be assigned tasks and will be required to work on own initiative to carry out some tasks.
Morson is acting as a recruitment business in relation to this vacancy

Administration; filing; e-filing; GDPR; secretarial; data entry; data input; Excel; Word; Outlook; Access; MS Office; booking system; business support; database management; diary management; minute taking; document control

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