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Secretary

Change Recruitment Jobs


Posted by: Change Recruitment
View all jobs from Change Recruitment
Address: Finlay House
10-14 West Nile Street
Glasgow
Contact Details: 0141 226 1220
Date Posted 28th Apr 2008
Reference Code: 42230
View Since Posting: 132
Salary: 16,000
Vacancy Location: Midlothian
Full Description:
Operations Development and Support is a sub division within UKFS Customer Service. Its purpose is to help Customer Service deliver its strategic objective “To retain and grow our existing business and attract new customers by strengthening customer relationships and providing market leading low cost service”
It provides a range of services to Customer Service including Business Planning and Reporting, Strategy Development, Business Consultancy, Project Management, Data and process improvement as well as responsibility for central complaint handling.
This role provides the opportunity for a highly organised and efficient person to provide secretarial services the Head of Operations Development and Support and their management team. The primary purpose of the role is to maximise the time available to managers to do their jobs.

Key Responsibilities:
•Manager(s) diary and time planned, prioritised and scheduled effectively to ensure he/she is able to meet all business obligations.
•Agendas and minutes issued for meetings to all interested parties in a timely and professional manner.
•Written correspondence and telephone calls screened, answered or redirected if appropriate to ensure the manager receives those with which only they can deal.
•Correspondence, reports, presentations etc. produced to a high standard to ensure that manager has accurate, professional and timely data to work with.
•Travel arrangements planned and booked in line with manager' s request and corporate travel guidelines.
•Filing systems maintained to ensure records can be retrieved as and when necessary.
•Regular and ad hoc events planned and organised as required by the manager.
•All relevant invoices processed to ensure they are correct and paid on time.
•Stationery ordered as required to maintain sufficient supplies.
•Printers and photocopiers maintained
•All Visa, expense claims, purchase orders collated and managed on behalf of manager(s).
Key Challenges:
•Juggling requirements from a number of different managers at the same time.
•The job holder often has to work to tight deadlines and re-prioritise workload at short notice to meet the changing demands and priorities of the manager(s).
•Working in an environment where priorities change leading to the need to be flexible and adaptable
•Need to be able to communicate effectively with a wide variety and level of staff.
•Understanding enough of the business nature of what is being discussed at meetings to be able to capture accurately in minutes.
•The ability to keep sensitive or potentially contentious issues confidential.
•Using initiative and judgement to make decisions in relation to screening calls/re-arranging meetings, escalating or referring issues.
•Shows initiative by anticipating managers needs without being asked

Qualifications / Experience:
Essential
•Excellent knowledge of IT systems, e.g. Microsoft Word, PowerPoint, Excel and Lotus Notes.
•High speed touch typing is essential.
•Proven track record of high quality general secretarial experience is essential.
•Previous experience of working for a senior manager in a secretarial role is highly desirable.
•Higher English, or equivalent
•Highly efficient with excellent organisational skills.
•Excellent written and oral communication.


Change Recruitment Group operates as a Recruitment Agency in providing permanent or contract job-seeking services and as a Recruitment Business in providing temporary job-seeking services.