I am looking for a very experienced administrator / minute taker, ideally with some experience in HR for an ongoing temporary assignment based in Dorking to start ASAP.
To ensure the administrative requirements of the Strategic Leadership Team are met in a timely manner which involves supporting the team and various projects. Understanding of what requests to defer, refer or decline as time and priorities dictate.
Keep diaries, arrange meetings and ensure that all the relevant paperwork is prepared and available for meetings as required.
Provide administrative support for internal and external meetings including meeting coordination, agenda preparation and taking and production of meeting minutes.
Design and maintain administrative systems required, effectively managing the workload of the Strategic Leadership Team, including the preparation and presentation of information as required.
Meeting and greeting visitors, offering a professional service to ensure visitors feel welcome.
Working effectively with officers, members and external contacts across a wide range of seniority and develop positive relationships with officers across the organisation.
To co-ordinate invoice payments and authorisation of purchase orders on E-Series.
To be aware of the company policy on Risk Management and to escalate any new, emerging or potential risks to the post holder`s line manager.
Carry out such duties as may be required by your manager as appropriate to the post.
To ensure that all necessary data is provided in an accurate, reliable and timely manner, and is fit for purpose in accordance with the company Data Quality Policy.
Health and Safety - to work in accordance with the company commitment to provide a healthy and safe working environment including the promotion and implementation of health and safety policies and procedures.
Assist HR with pre-starter admin. Send out documents/forms and ensure they are returned, ie, references, medical checks, DBS checks.
Assist with the process for works experience students, ie timetable, point of contact whilst they are on-site.
Note taking for HR related meetings.
Required Experience and Skills:
Demonstrable experience of successfully undertaking a range of administrative and support duties.
Experience of producing high quality business letters, emails and other documents.
Experience of maintaining effective processes and systems to manage personal workloads including correspondence and meeting paperwork.
Experience of successfully dealing with customer enquiries and able to resolve contentious issues in a timely manner with a focus on good customer service.
Developed and effective written and oral communication skills suitable for professional correspondence by email, letter and telephone.
Attention to detail
Literacy skills to fulfil duties e.g. accurate production of minutes and written responses to non-standard queries.
Demonstrable ability to produce accurate and clear minutes and identify linkages between topics, meetings and stakeholders.
Skilled in the use of Microsoft office software; in particular Outlook Calendars, Word, Excel and Powerpoint.
Excellent time management and organisational skills showing ability to meet deadlines and prioritise work.
Pleasant and helpful manner when dealing with colleagues and stakeholders.
This position involves a fair bit of minute taking so its essential that you have that experience.