Team Secretary

**Job description**

Our client based in Manchester is seeking a Team Secretary to provide secretarial and administrative support to the Manchester Regional Directors and wider technical teams.

**Main duties & responsibilities**

Duties and responsibilities of the secretary are as follows:
**Financial**
- Support Regional Directors, Discipline Leaders and Project Managers in production of accurate Sales Invoices;
- Liaise with Regional Offices to obtain their invoicing projections and maintain central invoicing status;
- Project Set up and Maintenance - Use Financial Management system to accurately create new projects, create various financial reports. Update budgets/costs of project and work orders as requested. Ensure Compliance with financial protocol and controls

**Business Development**
- Client liaison - Provide solution-orientated feedback to both internal and external clients;
- Know the names of your teams’ client/contacts and pass on recorded information to other teams/departments who can assist with any queries or potential new work.
- Liaise with external companies to coordinate CPD arrangements

**Project/Commercial Management**
- Maintain and regularly update the Microsoft Outlook Calendar for the regional teams;
- In house system: Quality and Environmental Management systems: ensuring quality system is adhered to within your teams and that the appropriate files are up to date. Responsibility also for completing project QA forms with relevant staff.
- Organise transport/accommodation arrangements, as required and approved by Director/Regional Director, and provide travel itinerary;
- Liaise with Facilities Management on general office supplies and office equipment maintenance;
- Monitor of appointment documents and liaison with legal department
- Assist with the completion of supplier questionnaires and liaise with the various departments (Accounts, H&S, Legal) as required
- Maintaining the software requirements within IT department
- Archiving of project folders
- Booking hire cars
- Hotel booking
- Courier bookings

**Technical Support & Compliance**
- Compliance - Support the Operations Director in monitoring and reporting regional performance in several KPIs to ensure regional compliance (Design Validations, Project Sheets, 1-1 Appraisals).
- Maintain the required training records on the in house system in support of the project management requirements of your team.
- Co-ordinate and set up 1-1 sessions for all the cost centre
- Typing/formatting of general correspondence, for example letters, memos and meeting notes - distribute, dispatch and file, as appropriate.
- Reports and plans: formatting, photocopying, collating and binding of reports in line with requirements, quality checks and presentation procedures.
- Maintain project files, filing and other related documentation, both electronic and hard copy, in line with company procedures, as detailed and the internal Intranet.
- Meetings, - ensure project files are up to date and provide meeting notes. Ensure location plans/addresses are provided for external meetings. Facilitate meetings with clients at Waterman offices - pre-book meeting rooms, notify Facilities Management andorder/provide lunch/refreshments (where appropriate) and provide a meet and greet service on arrival. You must ensure that the meeting room is cleared once the meeting has finished.
- Provide induction and off boarding to new starters and leavers in line with company procedures.

**Health and Safety**
- Completion of in-house health and safety training;
- Order PPE
- Ordering through Facilities Management;
- Report any Health & Safety issues to your Director, Facilities Management or Office H&S Manager;
- Attendance at quarterly H&S Sub-Committee Meetings

Monitor stocks of paper, toner and plotter cartridges ordering before stocks are too low.

Monitor first aid training requirements (new starters and renewal training).

Location: Nearest stations - St Peter's Square tram stop / Deansgate train station

**Salary**: £25-28k Depending on experience

Braundton Consulting is a recruitment agency recruiting on behalf of this client.