Solutions Recruitment are recruiting an Institute Secretary to work within the public sector on a temporary contract based in Newcastle.
Main Duties and Responsibilities
To provide secretarial and clerical support to the Director, Director for Business Innovation and Institute Manager, and all other staff within the department as required to allow them to carry out their duties effectively and efficiently.
Duties will include receiving, screening and prioritising of correspondence, providing the necessary information to assist with replies, drafting responses where appropriate, answering routine correspondence or re-routing those not requiring management attention. This ensures that correspondence is dealt with efficiently and urgent matters are dealt with promptly including in the absence of senior staff.
To maintain the diaries of staff, arranging meetings, writing and checking minutes of meetings and correspondence on receipt to identify dates of future meetings, maintaining an awareness of dates of relevant functions and events etc. Prioritising appointments and taking autonomous decisions on re-arranging and sending apologies for duplicate appointments is a high priority for this role.
To arrange travel for the NUIA team and other staff where necessary, including visits to outside organisations which may be regional, national or international so that the most efficient use is made of time and cost.
Ensuring that critical issues are referred to the Director along with any relevant background information or paperwork, assisting managers by prioritising tasks and keeping track of important deadlines to ensure that deadlines are met.
To set up and service committees, arrange other events and visits in which the team and other senior members of staff are involved and ensure that all relevant arrangements are made so that a high quality of service is provided.
6To provide a first point of contact for internal and external telephone enquiries and personal visitors for the Director and team and others, answering routine questions, obtaining and furnishing information to save time.
To organise, maintain and continuously review office systems (e.g. filing, databases etc.) to ensure that the process and procedures are effective and appropriate to the support function. Ensuring maintenance of office equipment and ordering of supplies to aid the smooth running of the facility. Selecting appropriate IT programs to devise, maintain and update administrative systems.
Dealing with routine communications and enquiries connected with the Ageing societal challenge theme, maintaining a database of interested parties, their interests and projects, and of customers, their needs and projects. Preparing, maintaining and updating promotional literature in collaboration with other team members and maintaining a suitable web-based portal will be an important aspect of this role.
Support the preparation of costing and pricing of ad hoc services through the use of the Proposal system, gathering cost information and liaison as necessary with the University Business Development Directorate.
The post holder will arrange for paying of invoices for goods and services used in support of the societal challenge theme agenda and raise and dispatch invoices and monitor payment for services provided.
Assist the Director and team on strategic initiatives to ensure plans are progressed. This will include preparing complex reports, letters and proposals, presentations using various IT packages and assisting with effective gathering, collating and dissemination of information.
• Hold a recognised secretarial qualification (NVQ level 2, GCSE Grades A-C, RSA) plus experience in a relevant role OR significant equivalent experience working in a secretarial role.
Knowledge of the work practices and procedures relevant to the role of Secretary to a Director of a major area of work in a large organisation.
Have a sound understanding of University systems and procedures.
Skills (professional, technical, managerial, practical)
• Able to communicate effectively with people at all levels, both orally and in writing
• Excellent keyboard skills (RSA III or equivalent) with the ability to manipulate, organise and store all forms of numeric and written information
• The ability to prioritise and manage own workload and achieve deadlines
• Excellent planning, organisation and numerical skills
• Excellent attention to detail
• Ability to work quickly and accurately, to deadlines
• A high level of self-motivation and enthusiasm with the ability to be a good team player
• Computer and Web literate for correspondence, information search and communication
• Ability to use initiative, pay attention to detail and take a flexible attitude to work demands and customers
• Ability to manage conflicting priorities
• Proven interpersonal skills
• Must be able to maintain confidentiality
• Significant experience of working in a relevant role or demonstrable experience and proven track record working in a comparable setting
• Working experience and proficient in the use of Microsoft Office software.
• Significant secretarial experience.
• Proven track record in servicing committees, including organising meetings, drafting text, producing minutes and following up action points
• Experience of University systems and procedures
• Experience of managing own time and resources
• Experience of planning and prioritising own workload
• Understanding and experience of using the internet
• Experience of using a University purchasing system
• Ability to prioritise, work under pressure and meet deadlines • Reliable and accurate, attention to detail