Secretarial Assistant

Job title: Secretarial Assistant

Salary: £14.44 per hour

Duration: Temporary

Hours: 37 hours per week

Responsible to the relevant line manager for the undertaking of duties utilised in Waste Collection, Open Spaces and Street scene Services work to include areas such as streets, entries, parks, playing fields, landscaped areas, open spaces, and waste facilities either individually or as part of a team.

Duties (but not limited to)

  • Deputise for the PA/Secretary as requested for the full range of the post’s duties.
  • Assist with composing and typing confidential letters, reports etc. either on own initiative, as directed by the PA/Secretary or in accordance with general or specific directions, or as prepared or dictated by the Director and DMT for example, legal opinions, reports, presentations of briefs for council and consultants for signature by the Director and DMT as required.
  • Assist the PA/Secretary to open all private and confidential mail sent to the Director and DMT and department mail as required.
  • Arrange appointments and meetings, including refreshments as required for internal and external meetings.
  • Meet with callers asking to see the Director and DMT in their absence as required.
  • Assist with the preparation of committee reports within the deadlines involved.
  • Assist the PA/Secretary with maintaining departmental files and the personal filing systems and diary of appointments for the Director and DMT.
  • Filter telephone calls for the Director and DMT and make calls as required on their behalf.
  • Deal with members of the council, Members of the Local Assembly (MLA’s), Members of the European Parliament (MEP’s) and other elected representatives and liaise between the Director, DMT and other senior and departmental managers.

Essential Criteria:

Applicants must, as at the closing date for receipt of application forms:

  • have five GCSEs (grades A – C) including English, or equivalent qualifications; and
  • be able to demonstrate on the application form, by providing personal and specific examples, at least one year’s relevant experience in each of the following areas:
  1. carrying out secretarial and administration duties within an office environment which must include diary management, arranging meetings and appointments;
  2. servicing meetings, including taking and preparing minutes; and
  3. carrying out administrative duties to strict deadlines including processing incoming mail and maintaining a filing system.

Ashton Recruitment are acting as a recruitment agency.

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