This job ad has been posted over 40 days ago...

Full-time Team Secretary

at Capita Symonds in Hampshire

Job Purpose:
To provide a professional business support service to the team, plus PA support to Director.

Main Duties:
• Copy and audio typing and producing reports, minutes, correspondence, proof reading, PowerPoint presentations – including team briefing documents etc to a high standard
• Bid co-ordination
• Maintain and develop filing systems – Hard copy and electronic
• Project research and collating information for reports
• Diary management
• Arrange travel, accommodation and restaurant bookings
• Review and amend policies and procedures that relate to the business operation
• Assist with populating/MOB reporting
• Comply with company procedures and provide any general information regarding the application of the company policies
• Binding, archiving and filing duties with reference to corporate guidelines
• Ensure stationery stock is readily available
• Set up and maintain project files, hard and soft copies
• Support all BMS requirements, including BMS audits
• Ad hoc reception duties to cover when required
• Review documents prepared by technical teams and format in line with corporate standards
• Maintain internal spreadsheets and databases
• Compile and provide monthly reports to the Management where required
• Liaise with L&D and maintain and update a local Training Plan and appraisal log and detailing all mandatory training, including any costs and all other training identified in appraisals and arrange in house training to reduce costs
• Liaise with other offices as necessary
• Maintain staff records relating to new starters, leavers, absence (sickness, unpaid leave etc)
• Ensure all deadlines are met
• Complete data capture requests to support Managers, in order to issue reports and reuse existing information efficiently
• Be flexible and complete any other reasonable tasks as required by manager

Essential Skills
• Experience in working in a busy office environment
• Fast and accurate keyboard skills (minimum of 40wpm)
• Good understanding of (BMS ) Business Management Systems
• Planning and scheduling techniques
• Computer literate with proficient understanding of Microsoft Office, Outlook, Word, Excel, PowerPoint

• Experience within a professional services environment

• Demonstration of a proactive, positive ‘can do approach’ to change, with drive and enthusiasm
• Problem solving skills
• Ability to work under pressure, prioritising own objectives and performance standards
• Excellent telephone manner and communications skills, approachable and helpful

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Published at 04-11-2013
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