Secretary - Band 3

Job overview

To provide comprehensive secretarial and administrative support to the Group COO Directorate to enable the team to deliver against key aims and objectives and to provide first-line and first-rate administrative support ensuring initial operational queries are handled effectively and efficiently.

Please note previous applicants need not apply.

Main duties of the job

To provide comprehensive secretarial and admin support to the Group COO Directorate, including production of correspondence, reports and records of meetings - for full details of the main duties please see the JD.

Detailed job description and main responsibilities

• To provide comprehensive secretarial and administrative support to the Group COO Directorate, including production of correspondence, reports and records of meetings.
• Act as first point of contact for Group COO Directorate, and in particular the team inboxes, answering email and telephone queries and providing a consistent, accurate and timely response to all requests.
• Undertake general office duties, for example answering the telephone, taking messages, photocopying and general maintenance of manual and electronic filing systems.
• To arrange meetings and associated booking of rooms.
• Manage diaries and resolve conflicting appointments as required by the Group COO Directorate.
• To prepare agendas and documentation for meetings, including collation and distribution of reports and formal minutes and ensuring that all required documentation is available in accordance with timescales.
• Support the Group COO Directorate with the maintenance of ESR training and other records as required.
• To provide administrative project support to the Executive Business Manager and members of the wider team as and when required.
• Assisting with recruitment processes and supporting the organisation of stakeholder and interview panels, contact with candidates and ensuring that all necessary paperwork is photocopied and available.
• Printing and collating key materials for meetings and training sessions.
• Assistance with the timely completion and submission of payroll related forms.
• Completing requisitions for goods / services that are required by the Directorate.
• Responsible for ordering and maintaining stationary for the officeRegularly responsible for the collation and inputting of data

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.