Senior Estates Management Secretary

**Senior Estates Management Secretary**

**Location**: Shrewsbury

**Job Type**: Temporary

**Duration of booking**: Expected to last up to 6 months

**Proposed start date**: ASAP

**Sector**: Healthcare

**Base**:Hospital in the office

**Band**: 4

**Pay Rates**:
£11.00 - £12.00 paye per hour

£12.00 - £13.00 paye inclusive of holiday pay per hour

£13.00 - £14.00 umbrella per hour

All of the rates are depending on skill and experience

**Working Days and Hours**:Monday to Friday, 9.00am to 5.00pm, 37.5 hours

**Job Summary**

The postholder is responsible for providing a comprehensive secretarial support to the Associate Director of Estates and provide secretarial/administrative support to the Estates Management team, including the Capital Team. This post also involves providingsome supervision to other members of the Estates Business support Team in terms of workload, allocation of work and training and will set up systems necessary for carrying out administrations duties, such as recording annual leave, overtime, sickness, financemonitoring etc.

The postholder will assist the Business Manager in ensuring the smooth running of the office.

The postholder is required to have advanced keyboard skills, a wide knowledge base of computer programmes used by the division and the ability to guide and support less technical members of the team to move the service forward.

**Duties**
- Responsible for taking and transcribing formal minutes at departmental and Trust forums.
- Responsible for co-ordinating and managing the diary of the Associate Director of Estates and arranging meetings including arranging venues, preparing and distributing agendas and accompanying papers. The postholder will also be responsible for ensuringthe Associate Director of Estates is fully briefed and prepared and has appropriate documentation when attending any meetings.
- Providing comprehensive secretarial and administrative support to other members of the Estates Management Team, including the Capital Team, in order for them to deliver a professional and full service to the Trust. This will include holding the diariesof the other members of the Estates Management Team and arranging appointments for them.
- Deal with all incoming post for the Associate Director of Estates as appropriate and in a confidential manner. Taking the initiative to prioritise and deal appropriately with all incoming correspondence, in particular dealing with issues not requiring theimmediate attention of the Associate Director of Estates, including forwarding to appropriate Estates Managers for action.
- Responsible for supervising other members of the Estates Business Support Team in terms of workloads, allocation of work, training, etc.
- Responsible for maintaining a bring-forward system.
- Responsible for organising and maintaining an effective up-to-date filing system.
- Act as recruitment co-ordinator for both senior and administrative posts within the Estates Team.
- Responsible for the ordering of stationery, publications and equipment as required.
- Working closely with, and covering for, other colleagues in the Estates Management Team.
- To develop and manage administrative systems for the delivery and control of services and monitoring of performance within the department. This includes procurement, finance and Environment Agency waste returns.
- The postholder will manage the ID Badge system.
- Planning, organising and prioritising own workload ensuring it meets agreed deadlines whilst being flexible in approach and taking into account unforeseen circumstances and the possibility of changing deadlines at short notice.
- To meet and greet people wishing to see/or leave message in person for Deputy Head of Estates and other Estates Managers in their absence and try to deal with routine issues if possible or refer to relevant person.
- Using knowledge and experience to propose changes to own working practices for own area.

**Qualification, Skills and Experience**
- Minute Taking
- Secretarial/formal office experience
- Microsoft Office computer software
- Work on Own Initiative
- Good Communication Skills
- Organisational Skills
- Flexible Approach to Workload