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Job Description
Administrator - Secretary
Immediate start available
Job Reference: HQ00001000
Job Type: Temporary
Main Location: Hayes
Job Category: Secretarial-PA
Salary: 12 per hour Holiday pay
Closing Date: 10/10/2014
Posted: 11/09/14

Purpose of the Role

To provide a high standard and full range of general secretarial and administrative support to all Departmental staff as required.

Accountable to: Head of Department through the Department Administrator



Work of the Role

To provide an efficient and effective high standard of general secretarial and administrative support to the Department(s), e.g. email correspondence, diary management, copy typing, minute taking, maintaining files, organising travel arrangements, expenditure administration e.g. time sheets, expense forms, etc.



Main Duties

Specific duties and responsibilities include the following:

To provide support for the Department Administrator in their focal role for departmental matters e.g.
To provide secretarial and administrative support to the Head of Department(s) as required, and ensure that the Head of Department is briefed on important communications and correspondence at all times, particularly when away from the office.
To support the Head of Department(s) in the preparation and provision of reports, minutes and information, in a timely fashion.
To provide support and minute taking to Department and company committees, ensuring they are properly managed and supported in accordance with the company regulations policies and procedures, also ensuring that actions arising are promptly dealt with and the results of the actions fed back at the next available opportunity.
To support the organisation of the weekly Departmental Seminars.
To assist with the necessary administrative processes for HR operations within the Department e.g. e.g. probation reviews, progression and promotion panels, interview panels etc.
To provide a comprehensive and efficient administrative support to the Head of Department(s) and the academic staff including booking venues, accommodation, equipment and hospitality, etc. within the Company and, where appropriate, externally.
To monitor and process all incoming communications e.g. distributing for action, drafting responses, checking progress and follow-through, ensuring the Head of Department(s) are briefed on important correspondence at all times, particularly when away from the office.
To be responsible for monitoring and ordering the department's stationery requirements
To liaise, as required, with other staff within the Department(s) and across the Company as well as with external contacts e.g. arranging meetings, passing on information etc.
To assist with the preparation and submission of project proposals and reports.
To undertake general financial duties as required by the Department Administrator
To cover for the Receptionist/Admin Assistant in their absence where applicable.


Data and Record Management:

Using record system as necessary.
Create and edit spread-sheets and presentations using Excel and PowerPoint.
Prepare and update any documentation issued as requested.
To undertake research and collate information, using a variety of resources such as the Internet, to support the work of the Head(s).


Effective Behaviour
Timeliness
Meeting Deadlines
Displaying a positive 'can-do' persona at all times
Attention to detail and accuracy in recording information
Ability to adapt to a flexible approach to the demands of a busy department in order to accommodate changes in priorities when required which may also require assisting in other areas across the Departments
Participate in meetings and attend training events as necessary, supporting the company with any introduction to new technologies, enhancements to process or changes to day to day management of administration

Additional Responsibilities Applicable to the Post holder

Undertake any other reasonable duties as required commensurate with the grade of the position.
Adhere to and comply with the provisions of the Health and Safety at Work Act and in accordance with the company's policy on health and safety.
Undertake all duties and responsibilities in compliance with the rules and regulations encompassing equal opportunities.
Adhere, comply and work in accordance with the company and Departmental policies, procedures and codes of conduct.

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