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Administrative Support Specialist
2 months ago
Job Title: Senior Secretary
Job Summary:
We are seeking a highly skilled and experienced Senior Secretary to provide administrative support to our Director and Assistant Director levels. The successful candidate will be responsible for planning, prioritizing, and monitoring workload to ensure efficiency and accuracy at all times.
Key Responsibilities:
- Provide daily administrative and secretarial support functions, including drafting and typing letters, audio typing, data inputting and processing, email management, records management, and other related tasks.
- Organize and maintain diaries, ensuring the Director/Assistant Director is well prepared for meetings with relevant supporting agenda and paperwork.
- Utilize Microsoft Office applications to produce high-quality documents, presentations, and reports as required.
- Deal with incoming emails and general correspondence, ensuring effective and timely management of same, and taking action on issues as prioritized.
- Manage telephone calls, enquiries, and requests from internal and external stakeholders, ensuring action is taken and issues prioritized.
- Ensure that all information is produced in line with current legislation requirements and policies/procedures within the Trust, in a timely, accurate, and confidential manner.
- Provide administrative services for specific Committees, meetings, and projects, including organizing meetings, issuing agendas, supporting documentation, and initiating follow-up actions as required.
- Minute/note taking responsibilities as directed.
- Devise and maintain office administration systems to deal efficiently with paper flow, organizing and storing paperwork, documents, and computer-based information.
- Monitor and request orders relating to Office stationery to ensure adequate supplies are maintained.
- Arrange travel and accommodation requirements, and provide administrative support to Workshops/events as required.
- Ensure verification of invoices, e.g., travel arrangements, course attendance, and accommodation and hospitality purposes.
- Welcome visitors, corporate guests, and arrange/provide hospitality as required.
Requirements:
- 5 GCSEs at grade C or above, including English/English Language and Math, or equivalent educational qualifications.
- A minimum of 2 years' experience in an administrative or secretarial position, including experience of Microsoft Office Professional Suite or equivalent.
- Hold a current full driving license valid for use in the UK and have access to a car on appointment.
