Site Secretary

Job Purpose : Provide full administrative and office support to the Project Director and wider project team.

Responsibilities and Accountabilities :

• Meeting and greeting guests and notifying employees of visitors
• Answering the phone in a polite and professional manner and accurately directing calls
• Secretarial support for the Project Director and general administrative assistance for the project team
• Record, track and process invoices, through use of Coda system and liaison with Accounts Payable, including business mobile phones, raising purchase orders and assisting with the set up of new suppliers
• Booking and managing meeting rooms and arrange refreshments when required
• Monitoring kitchen, stationery and PPE supplies, ensuring stock is kept up to date and making and processing orders when necessary
• Oversee maintenance of printers and photocopiers
• Ensuring the cleanliness of all office areas is maintained
• Distribution of incoming post and organisation of outgoing post on a daily basis
• Dealing with deliveries throughout the day and notifying employees of their arrival
• Processing of expenses
• Manage holiday and absence records by accurate recording and reporting on staff rota.
• Liaise with the IT team on IT equipment for new starters and return of items for leavers
• Reporting; collation and distribution of weekly pack, training records and site attendance and vehicle movements.
• Collating and issuing management packs for Project Director.
• Typing of memos and minutes from team meetings when required.
• Manage and own Fieldview programme alongside the Fieldview administrator
• Manage the filign system for the site team.
• Sharepoint management
• Undertake other tasks and duties as may be required by the site time.

Technical Competencies :

• Accurate typing
• Excellent written and spoken English.
• Highly proficient with Word, Outlook, Excel, PowerPoint & SharePoint

Person Specification :

• A 'can do’ approach
• Organised
• Proactive
• Team player
• Reliable
• Attention to detail

Please note our standard working hours are 8:00am until 5.00pm Monday to Friday, though we operate a flexible working policy so working hours can be adjusted to suit individual needs.