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Secretary

  • Location

    Christchurch, Dorset

  • Sector:

    Aerospace and Defence

  • Job type:

    Contract

  • Salary:

    Up to £11 per hour

  • Contact:

    Jacqueline McGee

  • Contact email:

    Jacqueline.McGee@morson.com

  • Job ref:

    156276JMC_1548437801

  • Published:

    26 days ago

  • Duration:

    12 Months

  • Expiry date:

    2019-02-01

  • Start date:

    04/02/2019

Job title: Secretary; Location: Christchurch; Duration: 12months; Hours: 37 hours a week; Pay rate: £11 p/hr PAYE.

Job Description:
Assist your designated Executives and Team ensuring the smooth running of their business/Function by providing an administrative and PA service. This is a Business Support position, with opportunities to learn more about the day to day workings of a particular Business team and the function along with the organisation.
- Provide Secretarial support to designated Local Management, ensuring that their requirements are captured and progressed
- Support the Secretarial community/Function on an ad-hoc basis where appropriate and agreed e.g. holiday/ sickness cover, or where extra support is required
- Manage the daily activities of the Local Management Team including diary management, travel arrangements, location planning and catering as necessary
- Organise and collate papers and reports as required by the Local Management Team
- Support completion of ad-hoc activities requested by Local Management (and agreed by the Function) within deadlines
- Screen incoming mail, telephone calls and messages for Local Management Team, redirect correspondence and callers to appropriate department, obtaining additional information as necessary
- Maintain Management Information System(s), including physical and electronic files for the department. Request and issue reports from these system(s), as required by the local Management Team
- Transcribe dictated or written materials, take minutes/actions at meetings you are asked to attend
- Invoices/Expenses processed within the month to ensure payment dates are achieved

Knowledge
- Flexible approach to work, which may involve working in different locations and different working hours as necessary
- Knowledge of Business Streams and Functions
- Understanding of Key Stakeholders

Business Expertise
- Exchange and store confidential/ sensitive information following company policy/procedure
- Broad knowledge of the Company, its structure and relevant procedures
- Knowledge of the structure of the Management Team
- Basic level of proficiency of Microsoft Office applications e.g. Outlook, PowerPoint, Excel and Word
- Understand your obligations under SHE and how they affect you/the local Management Team
- Learn the rationale for, and how to use the Company's internal IT software packages e.g. Concur, Open Options, Success Factors, Work-space

Problem Solving Skills
- Resolve and manage diverse range of enquiries (e.g. telephone calls/visitors/email/letter)
- Act to prevent problems, reporting and/or escalating issues where necessary
- Prepare and manipulate data, carry out basic analysis and document findings
- Collate data on behalf of the local management team and secretarial community, as required

Nature of Impact
- New starters to the business will require time from the wider secretarial team/Function to support coaching
- Works with and supports wider Secretary team across the Air Sector organisation

Area of Impact
- If work is not delivered to the Quality, timeliness and accuracy required, the effectiveness of Local Management Team may be impacted
- There may also be a direct impact on the local management team's function(s)

Effective Behaviours
- Build a working and trusted relationship with your peers and the rest of the Secretarial community
- Excellent Communication skills in written and verbal English
- Ability to work to deadlines
- Must be approachable and trustworthy
- Take an active role in being part of the Business Support Function
- Look to take ownership of your self-development
- Check own work for accuracy/standards of presentation
- Manage own time effectively
- Be Customer focused at all times

Morson is acting as an employment business for this position on behalf of the client.

Administration; filing; e-filing; GDPR; secretarial; data entry; data input; Excel; Word; Outlook; Access; MS Office; booking system; business support; database management; diary management; minute taking; document control