Department Secretary . Job Reference: 1661109

Job ID: 785730
Location: Paddington
Category: Administration
Salary: Competitive + Benefits negotiable
Job Views:

Competitive + Benefits

Date when vacancy closes
10 Aug 2017

Business Area


Vacancy Details

Job purpose
To provide a comprehensive secretarial and administration service to support the Category / Area
Key accountabilities and measures
� Diary Management for Head of function
� Provision of a confidential and discreet service
� Accurate, on-time and thorough information
� Maintain excellent working relationships across all areas of the Business
� Dealing with all levels of administration promptly and efficiently
� Maintain an efficient operation dealing with a variety of tasks, often to short time scales and managing the running of the office. Reacting to change as required
� Maintain a complex and wide ranging diary both internally and externally and liaising with others to ensure co-ordination. Ensure suitable facilities are available and briefing documents distributed as appropriate
� Respond to queries from internal and external customers and resolve issues (by telephone, fax, email or face to face)
� Develop a network of internal and external contacts to support the need of the manager
� Act as first point of contact for the leadership team, to internal and external personnel, representing him / her as appropriate
� Maintain a clear understanding of the Managers� deadlines, priorities and objectives
� Arrange detailed travel itineraries within policy
� Filter mail and phone calls, and deal with as appropriate, requesting draft replies from Business Areas and following up where necessary
� Maintaining a high level of confidentiality at all times
� Deal with customer enquiries � letters, email and telephone calls � and liaise relevant areas for responses
� Receive all visitors in a welcoming and confident manner
� Working without supervision and making decisions based on own judgement where appropriate
� Managing collation of information for store visits, and overseas travel
� Produce accurate and well-formatted documentation
� Set and maintain filing / bring forward systems. Maintain DL�s
� Assist in arranging group functions and events where appropriate
� Continually ensure that personal behaviour reflects the visions and values of the Manager and Business
� Meet agreed performance objectives and ways of working
� Identify and progress areas for personal development
Key relationships and stakeholders
� Head of Function
� Trading Manager/Buyer
� Technical Manager/Technologist
� PDM/Product Developer
Technical skills/business skills required
� Excellent Personal Assistant / Secretarial skills, including organisation and administration skills
� People, networking skills, inside and outside the Company
� MS Office including Outlook, Excel & Advanced PowerPoint / Presentation Packages
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