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Position: Secretarial Support
Overall Purpose:
As part of an admin team of four people, to provide part time secretarial support to the Plasma Science & Fusion Operations Division.
Accountabilities:
* May arrange travel, training courses, meetings, site visits, and a variety of other activities using the tools and systems provided.
* Co-ordination of email, written, and verbal communications prioritising as appropriate. Co-ordinates, and may draft, correspondence for internal and external contacts. May prepare agenda and minutes of various meetings and committees either on or off-site as required.
* May monitor meeting outcome progress, identifying follow up actions needed.
* Provide accurate up-to-date information and maintain records through the use of essential databases, spreadsheets and paper based systems. Checks for accuracy, consistency, error, omissions, resolving anomalies when identified. Following existing internal and external processes and adapting to new systems and processes in line with organisational development.
* May co-ordinate the meeting and greeting, hosting of, internal and external visitors from a wide variety of organisations and locations around the world. The provision of support for events.
* May make purchases on behalf of the department/division, as instructed and in line with financial derogations. Checking authorisations and receipts against spend, highlighting any concerns.
* May support the recruitment process by arranging interviews, meeting and greeting candidates, processing interview expense claims forms, and other recruitment admin support as required. Using the recruitment tools provided which may be electronic or paper based.
Specific Qualifications/Experience:
* Demonstrable administrative experience * Strong interpersonal and communication skills
* Excellent computer skills with the ability to use the Microsoft Office Suite
Role Snapshot
Resolve routine problems & queries, escalating more complex issues & questions to others. Post holders will manage their own day to day work.
Typical Representative Duties
Follow processes, seeking advice & guidance for non-routine issues. Application of well established methods or set procedures, using discretion and initiative under supervision. Run standard reports & some ad hoc reports as required. Carry out straight forward data interrogation, e.g. recognising discrepancies & providing simple analyses. Carry out day to day activities. Respond to routine queries, escalating more complex questions. Provide general administrative support, including accurate maintenance of records.
Decision Making
May choose an approach or procedure for addressing a work task, under guidance. Accepts responsibility for work of self. Analytical Skills Works within well-defined precedents, methods & work processes. Able to prioritise tasks depending on requirements. Escalates problems requiring further attention.
Communication & Influencing
Requires tact & effectiveness in dealing with others in everyday working relationships, including contacts to request or provide information. Explain issues verbally & in writing.
External Links
Works mainly with internal colleagues and may exchange information with external partners.
Typical Technical Expertise, Experience & Skills
Some previous relevant experience. May be working towards a professional qualification or willing to undertake one. Customer service skills. Solid IT skills.
Rullion celebrates and supports diversity and is committed to ensuring equal opportunities for both employees and applicants.
