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MAIN PURPOSE OF THE JOB:
Carry out a variety of business support functions effectively and efficiently in order to ensure that the aims and objectives of the Head of Service are fully achieved.
Main Responsibilities:
- Work closely and individually with the Head of Service to enable him/her to make the best use of his/her time by dealing with the administrative and secretarial tasks.
- Be the first link between the Head of Service and people inside and outside the organization and at all levels.
- Screen telephone calls, inquiries and requests and decide on the appropriate action to be taken.
- Manage and keep the Head of Service's diary and organize appointments, ensuring there is enough time to prepare for the meetings and allow enough travel time.
- Dealing with the mail that comes into the Head of Service's office delegating tasks where appropriate and starting to take follow-up actions as required.
- Ensure that relevant and timely information is available to the Head of Service to enable him to prepare well for meetings.
- Work proactively to ensure that all papers and correspondence are available to him/her in good time before any meeting.
- Devise and maintain office systems to support the efficient operation of the Head of Service's office e.g. filing papers, managing data.
- Provide administrative support for the site's fund car scheme.
- Carry out any other duties that it is reasonable for the Head of Service to ask you to carry out from time to time.
- Take notes/minutes in meetings as required by the Head of Service or managers.
- Organize meetings and ensure that reports are brought forward in a timely manner for review.
- Process creditor and debtor payments for the Business Support unit to ensure that the departments comply with the financial regulations and performance targets.
- Ensure that effective arrangements are made for ordering the Department's fund cars, and that all documents relating to these vehicles are kept.
- Supply during absence according to your line manager's requirements.
- Carry out any reasonable request from your line manager in the department
