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Posted 6 March by Reed Featured Ended
Urgent requirement for an experienced Secretary to join their leading company in Belfast.
This is a temporary full-time position initially for 2-3 months with an immediate start – potential to be extended
Pay Rate: £11.53 p/h

Job Purpose:

You will be working closely with the head of department providing a comprehensive and confidential administrative support service at a senior level. You will be researching, compiling and producing presentations and reports that are essential to the effective running of the department.

Essential Criteria:

• Minimum of 3 years’ experience in a senior secretarial/clerical role
• Minimum of 3 GCSE’s at Grade C or above, or equivalent, including English and Maths or alternatively be able to demonstrate at least 3 years’ relevant experience in a similar post
• Experience of using MS Office packages including Word, Excel and Outlook
• Possess Word Processing and Typing
• Excellent communication skills, both verbal and written
• Experience of managing both internal and external customers at a senior level

Main Duties and Responsibilities:

• Research, develop and collate presentations and reports on behalf of the Head of Department.
• Research and prepare briefings in advance of meetings on a diverse and complicated range of subjects.
• Compile and edit Company documents as required.
• Coordinate responses from all sections within the department and act as the central conduit for communication in relation to Department.
• Manage communication with senior internal and external stakeholders ranging from our own internal Executive Team and Professional Heads, Trade Bodies, external operating companies.
• Deal with all management personal and confidential matters including coordination of disciplinary matters.
• Supervision of Flexible Time, Sickness and Absence, Holidays and Induction for the department’s clerical and managerial staff in compliance to company policy.
• Act as Credit Card/Petty Cash Supervisor for department
• Manage mobile phone usage within department including record of owners, order/replacement of new sets and monitoring of exception reports.
• Deliver a level of quality control and validation in relation to the production and proof reading of internal and external reports and data.
• Research and coordinate travel arrangements for the Head of Department
• Coordinate reports and action plans for divisions
• Generate high level safety and performance reports..
• Coordinate room and facilities bookings for site conference rooms
• Coordination and presentation of operational KPI’s/Balanced Scorecard.
• Head of Department. Redirecting to relevant personnel if appropriate and ensure accurate and prompt relay of messages.
• Manage, sort and prepare all correspondence and communications, prioritising and composing suitable responses to routine correspondence.
• Organise, maintain and develop efficient manual and computerised filing systems to
• Coordinate the organisation of meetings, preparation and distribution of agenda and taking of minutes if required for any committees and meetings.
• Diary Management
• Manage the rota for on call arrangements for Manager and Technical Support
• Cost coding and recording of invoices and coordinate
• Manage collation of responses to senior external stakeholders

Reed Specialist Recruitment Limited is an employment agency and employment business

Reference: 34622298

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