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Role: Team Secretary
Rate: £16.00 per hour inclusive of holiday
Function: To provide solid Team Secretarial support for a dynamic team
Diary Management:
Keep Officers’ Calendars up to date including preparation of travel itineraries / schedules for business trips (travel details & contact telephone numbers should be entered)
Diary management – set up of all internal/external meetings
Arrange all conference rooms, AV equipment, dial in numbers and videoconference facilities
Feedback should be provided on changes made and progress of schedule problems as they arise.
Travel:
Co-ordinate and book all travel including flights, hotels, currency, taxis adhering to IT policy for all members of the team.
Expenses:
Complete expense reports for Officers if required.
Advise/train Associates on completing their own reports.
Check all expenses before submission to ensure adherence to IT / Firm policy
Telephone cover:
Answer own line
Answer ED’s line and pass on messages if required in a timely manner
Wordprocessing/Spreadsheets/Databases/Presentations/Reports:
Own creation of routine documents
Creation of reports/spreadsheets for group
Formatting of word documents if necessary
Importing data from/to various packages
PowerPoint presentations when necessary
Attendance at meetings:
Taking good minutes in meetings (shorthand an advantage)
Regular meetings (to be agreed) with officers in order to decide priorities/deadlines/projects
Regular updates on work in hand
Regular feedback on problems/issues
Admin tasks for the group:
Maintain Holiday and sickness records
Booking of team rooms
Maintenance of group org charts
Point of contact:
Provide general information on the department and Firm when required (promoting use of internal web pages where possible)
General admin:
Filing, faxing, photocopying, distribution of officers’ mail as required.
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