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Corporate Secretariat Assistant

  • Salisbury
  • £18,270 per annum - Permanent

Job Title: Corporate Secretariat Assistant

Reports to: Corporate Secretariat Manager

Location: Salisbury

Job Purpose: To assist the Corporate Secretariat Manager & Director of Operations in providing administrative and facilities support throughout organisation and to act as the first point of contact for visitors to the office

  • Main tasks and accountabilities:
  • General duties to assist with the smooth day to day running of the office, which include:
  • Monitoring visitor/staff access and maintaining security awareness
  • Greeting visitors entering the office in a polite, professional and friendly manner, following correct booking in procedures and directing them to the correct destination/person
  • Monitoring and ensuring that the reception area is kept tidy and projects a business-like image
  • Dealing with all incoming and outgoing post
  • Monitoring Boardroom bookings and ensuring it is kept tidy and stocked with supplies and equipment
  • Organising catering and refreshments for meetings
  • Monitoring and ensuring appropriate maintenance of non-IT office equipment and submitting meter readings for invoicing
  • Taking utilities meter readings, logging and submitting to Finance for invoicing
  • Booking cost-effective travel and accommodation
  • Purchasing office supplies using the corporate credit card
  • Ordering and monitoring stationery supplies
  • Maintaining an office maintenance log and liaising with relevant contractor(s)
  • Organising car park rota
  • Assisting all teams with administrative support as necessary
  • Health and Safety duties, as directed by the Corporate Secretariat Manager:
  • Undertake risk assessments and set up and maintain a monitoring programme using IOSH best practice
  • Arrange fire risk assessment using external provider and implement recommended changes via a preferred supplier
  • Organise annual fire evacuation and log any remedial actions to be taken
  • Maintain a log of trained first aiders and fire wardens and arrange update training via preferred suppliers as required
  • Ensure all contractors working on site have provided relevant insurance certificates and health and safety documentation prior to any work taking place and maintain a contractors’ database
  • Organise Health & Safety Committee meetings, including sending invitations, preparing agendas, reports and minutes
  • As a member of the Health & Safety Committee undertake general housekeeping inspections
  • Maintain DSE Assessment records in liaison with HR function and arrange re-assessments as required

Skills and Experience:

Essential

Ability to use own initiative

Team player

Positive can-do attitude

Ability to prioritise

Excellent organisational skills

Excellent communications skills, written and verbal

Good level of computer literacy

Good physical strength and ability

Desirable

Previous experience of Health & Safety would be beneficial, although training can be given

Ability to identify opportunities for improvement

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