New Directions Commercial

Recruitment and Training Specialists in the Commercial Sector

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Job Description

Our Client an organisation that exists to support its members in their professional lives, are recruiting for a permanent Secretary/Administrator.

The successful Candidate will provide secretarial and administrative support to Assistant Secretaries and provide administrative support to the Employment Adviser team (EA).

Primary Responsibilities:

Support for Assistant Secretaries.  To act as principal point of contact for those members in Wales, who have a case that is being managed by any of the Assistant Secretaries, as well as other interested parties.  To identify individual member requirements and ensure Assistant Secretaries are advised accordingly, including update of case records.

To provide the Assistant Secretaries an effective and efficient administrative support service, particularly in relation to: – Diary Management

Ensuring all meetings/appointments are logistically coordinated within time-scales, consistent with the AS’s other commitments and ensuring no clashes due to over-running meetings etc.  Scheduling meetings with Health Board staff and members to include pre-meetings with member. Maintain Employer’s Database, case management system and other records are up to date. Proactive diary management and forward planning to avoid problems, rather than just to solve them.

Inbox Management

Regular review of ASs’ inbox, including re-assigning new queries from members. Contact member and explain reason for reassigning.  Use own judgement to send out holding letters or make telephone calls to members, to ensure all members are responded to/dealt with in AS absence, as well as deleting junk emails.  To support resolution of member queries by effectively handing queries and/or liaising with Assistant Secretaries, to ensure a courteous and effective service is always provided to members.

General Administration

Maintaining a current knowledge of the AS’s case work, and to take appropriate action within parameters agreed with the AS.  Assist AS with expense claims.  Create excellent working relationships staff.   Editing and reformatting of documents and letters, as cases develop. Liaise with the Receptionist to organise train tickets, flights and accommodation.  Coordinate telephone conferences and V/C arrangements and assist Receptionist with answering switchboard.  To arrange for the retrieval of confidential case files and update the Records Database to reflect the current status of member files.  Provide holiday cover.  Support recruitment activity for recruitment events.

You will have excellent secretarial, administrative and organisational skills. Sound technical experience required in various IT software Excellent written and oral communication skills.  Excellent interpersonal skills required to facilitate telephone and face to face contact with members/non-members and staff.  A high level of confidentiality and professionalism required at all times.  Must be able to multi-task in a fast paced working environment.  Demonstrates adaptability and flexibility in order to meet the varying demands of the role.  Experience and competency to work on own initiative and to manage and prioritise own workload effectively, incorporating effective time management skills Good team working and relationship management skills are required

My client offers an excellent salary/package to the successful candidate.

The salary is £22,263

Holidays 25 days


Flexible benefits

Please contact New Directions Commercial for more information on this job vacancy, on 029 2082 7572, or use our form below to enquire about this job vacancy.

Last modified: 24th October 2017

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