To provide daily secretarial support to members of the Building Consultancy Department (BCD). Duties to include typing all forms of correspondence, reports, setting up and maintaining filing systems:
- Audio and copy typing using Word and Excel including correspondence, reports, specifications, minutes of meetings, schedules, invoices, purchase orders etc. Sending faxes, photocopying and filing. Develop work, manage accurately using own initiative. Good presentation and overall knowledge of layouts / templates.
- Taking telephone calls in a professional and business-like manner and to take messages where appropriate. To relay these messages via e-mail or using day books where applicable.
- Arranging appointments on behalf of any member of BCD.
- Reception cover in receptionist’s absence, operating switchboard, dealing with post.
- Organising functions as and when required, including catering facilities.
- To comply with the Company’s Procedure Manual at all times.
- To undertake other duties as requested by the Management from time to time.
- Maintain administration systems for BCD to include setting up of new instructions, closing job files and recording archived files.
- To assist Divisional Administrator with research for divisional mailshot, collating research, preparing mail merge and sending out mailshot.
Must be computer literate with advanced Word, familiarity with database use and maintenance, proficient in Outlook and Excel.
- Good understanding of instructions both present and archived.
- Recognition of Clients/Contractors to specific instructions.
- Understanding of BCD terminology.
- Ability to be as helpful as possible with enquiries.
- Communication with colleagues.
- Meeting deadlines and ability to prioritise workloads.
- Good working relationship with line manager.
- Able to work on own initiative.
- Accuracy and speed of typing.
Please note that due to the high number of applications, only those selected for screening will be contacted.
- Audio Typing
- Microsoft Office
- Organisational Skills
- Copy Typing