Command Team Secretary

Job Description

Reed Contracts are really pleased to be recruiting for a Secretary to join a large public sector organisation on a temporary basis.You will provide an efficient and effective confidential support service to theCommand Team, maintaining flexibility to ensure a professional service is provided at a regional level.The duties will include:

• Organise and maintain the diaries of the Command Team on a day to day basis, arranging and coordinating meetings and appointments
• Provide the Command Team with a professional business support service, to support key meetings, preparing and disseminating agendas and actions on their behalf
• Vet incoming correspondence and maintain an efficient records/filing system for confidential papers, correspondence and files
• Provide written and oral briefings to the Command Team to keep them updated on key issues both internal and external, local and national. Prepare orders, bulletins and other relevant documentation, ensuring research is carried out into various topicsprior to circulation
• Deal with telephone enquiries and where appropriate ensure messages are recorded accurately for onward transmission on behalf of the Command Team
• Ensure all travel, accommodation and meeting arrangements are made for the Command Team making optimum use of time and finance. Act as a single point of contact for the Command Team, arranging car parking, hospitality and meeting and greeting visitors
• Support members of the Command Team in delivering events, such as road shows and focus groups by organising suitable venues, identifying and scheduling attendees and preparing itineraries
• Develop and maintain an accurate recording and tracking system for all incoming and outgoing correspondence to ensure that such correspondence is easily tracked and recoverable when required. Maintain the ROCUs Gift and Hospitality register
• Prepare meeting papers for Command Team members ensuring they have all necessary documentation and accompany Command Team members, as requested, on visits making notes of any issues requiring further research, action or analysis maintaining links with internaland external partners ensuring good working relations thereby providing a quality service
• Maintain and regularly update relevant action registers and allocate all actions from meetings, to ensure that timely updates are provided from action owners and tasks are completed within the agreed timescales

The ideal candidate will have:

• Excellent organisational skills and time management together with experience of diary management, working to deadlines and prioritising work in a pressurised environment
• A high degree of communication skills both verbal and written is required and an ability to understand issues of sensitivity and confidentiality when dealing with internal and external customers
• Excellent secretarial skills including, shorthand / speedwriting, audio typing and word processing together with experience in a secretarial role
• Highly proficient in use of various IT packages, including Microsoft Word, Excel, PowerPoint and Outlook
• Ability to research and assimilate information and data
• Experience of servicing key meetings and must be able to produce accurate and concise actions to meet deadlines

This role will pay £12.51 per hour (paye) with working hours between 9am and 4.45pm.N.B This role is subject to a thorough vetting clearance.If you have the required skill set then please apply ASAP!Good Luck!