Junior Team Secretary
Job Type : Permanent, Full Time
To provide administrative and secretarial support to the Civil Engineering division.
Providing administration for our rail team to include, but not limited to, booking training and medicals, accurately updating and maintaining information on our excel database and the online database and keeping hard copies for our file. Providing assistance during our yearly audit, including preparation of evidence.
Ordering, issuing and maintaining PPE for the group. Raising Purchase Order’s to cover costs of training, medicals and PPE. Issuing safety bulletins to the rail team as and when required and keeping accurate records.
Assist the team with their day to day secretarial & administration tasks including, preparing, formatting and issuing specifications, reports, minutes, fee proposals, photographs, letters and general correspondence. Updating team pipeline reports with new bids. Photocopying, scanning and archiving on a regular basis.
Assisting team project managers with resourcing and programming of work.
Be the team champion for the FCG administrative policies, ensuring all work is in line with group procedures.
Setting up project numbers, folders and filing information, managing the teams electronic mail filing system, arranging internal and external meetings, minute taking, booking meeting rooms and updating the company diary daily with team movements.
Assisting the lead commercial controller with financial activities in our bespoke finance system, including undertaking our ‘Client Pledge’ and debt management. Assist with chasing client purchase orders. Assist with invoices and issuing invoices to clients.
Managing team holiday requests, keeping track of holiday clashes and balances.
Reception cover to include greeting visitors to the office in a professional and friendly manner, using the company franking machine and processing incoming and outgoing post. Assist with overflow calls through the mainline telephone system.
Arranging CPD’s/Seminars and organising provision of food and refreshments where required.
Assist the office manager to maintain & manage stationery supplies and organising travel/accommodation.
Any other duties as reasonably required of post holder following consultation
Key Skills and Tasks
Excellent communication and interpersonal skills (written, telephone and face to face) are an essential requirement of the role.
Good PC skills required (Microsoft package) Word, Excel and Outlook.
Full training will be provided on the bespoke company systems
AREA – Sidcup WORK DISCIPLINE – Administration
Key Attitudes and Behaviours
* Reliable in punctuality and attendance
* Strong organisational skills
* Attention to detail with excellent record keeping skills.
* Flexibility and adaptability with the ability to multi-task
* Excellent team working skills.
This role will regularly be in contact with managers within the group from the Chairman to junior members of staff and external clients/training providers etc.
Qualifications and Training Criteria Essential/Desirable
No specific qualifications required, although a secretarial qualification or previous secretarial experience would be a distinct advantage.
* Excellent English and Maths skills
* Excellent telephone manner
* Previous secretarial experience / secretarial qualification
* Good knowledge office technology (Microsoft), including knowledge of using email, word processing and the production of spreadsheets and databases
- Address Greater London