Secretarial Support

Manpower; Havant; On-site; GBP 25,000 - GBP 35,000; Full time

Job summary

A leading recruitment agency is seeking a Secretarial Support professional for a full-time role based in Havant, UK. The position entails managing online diaries, booking meetings, organizing travel, and providing reception support. Candidates should have proven administrative experience, excellent organizational skills, and proficiency in Microsoft Office. Qualifications like LCCI Diploma or NVQ Level 3 in Business Administration are preferred. This role requires flexibility and the potential for MoD Security Clearance.

Qualifications

• Experience within a large organisation is preferred.
• Flexibility for occasional overtime may be required.
• Role depends on MoD Security Clearance.

Responsibilities

• Manage online diaries and book meetings.
• Organize travel and accommodation for managers.
• Provide reception and telephone cover.
• Assist with new starter processes and general department support.
• Ensure compliance with company policies and procedures.

Skills

Proven secretarial and administrative experience

Excellent organisational skills

Extensive experience in Microsoft Office applications

Exceptional oral and written communication skills

Education

LCCI, Private Secretary's Diploma, or equivalent

NVQ Level 3 in Business Administration (Secretarial)

Job description

Secretarial support - 34 hours per week, Monday - Thursday

Key Responsibilities:

• Online Diary Management - Extensive knowledge and experience required of MS Outlook.
• Book Meetings / Events - The setting up of meetings, varying from individual/departmental meetings to large conferences.
• Book Travel / Accommodation / Hire Cars - Through company-approved travel arrangers, make arrangements for managers and, time permitting, department personnel. Produce itineraries for periods of travel and complete expense claims.
• Reception / Front of house cover
• Telephone Cover - Provide professional telephone cover, including answering manager's calls when required.
• Visitors - book in visitors, in-line with security requirements. Ensure appropriate equipment and facilities are working and ready for use. Greet visitors at Reception and escort to appropriate meeting room/office.
• Order Refreshments - via on-site caterers.
• Stationery Supplies - Ensure stationery cupboards have adequate stock and are not open to abuse.
• Filing - Organise filing systems and keep information updated.
• New Starter Assistance - Follow processes for assisting new starters, i.e. Name cards, Introductions, Tours, Security, Health & Safety, Training and IT.
• General Department Support - Assist other members of the department as required and appropriate.
• Policies & Procedures - Comply with all company policies and procedures.
• Conference Room Supervision - Perform conference room maintenance and daily checks, raising calls to report broken/missing equipment.

Additional/Occasional Duties and Tasks

• Take meeting minutes if/when required.
• Keep a record of department vacation, as required by individual managers.
• Track department personnel changes for submission to organisation charts.
• Prepare presentations for meetings using MS PowerPoint®, Excel® and Word®, often at short notice. Attendance at meetings may also be required.
• Type employee and customer letters, making sure standards of confidentiality are met.
• Holiday or sickness cover for onsite main reception.
• Other duties, subject to requirement: Purchase Orders, electronic document control, stationery ordering and purchase approvals.

Qualifications

LCCI, Private Secretary's Diploma, Pitman Secretarial Diploma, NVQ Level 3 in Business Administration (Secretarial) or equivalent.

Required Skills for the Role

• Proven secretarial and administrative experience, preferably within a large organisation
• Excellent organisational skills
• Extensive experience in the use of Microsoft Office® applications; Additional on-the-job training will be given to learn company-specific systems
• Exceptional oral and written communication skills
• Role is dependent on MoD Security Clearance
• Flexibility is essential, overtime may occasionally be required with minimal notice

Both Manpower and our client are committed to upholding principles of equal opportunity, fostering a work environment that is aligned with our core values of integrity, respect, and exceptional performance. We recognise the importance of leveraging the unique talents and experiences of all our employees to drive innovation, deliver superior solutions, and maximise value for our customers. Our focus is on identifying the most qualified candidate for each role, regardless of their background. If you are interested in a position, we invite you to share how your skills and perspectives could bolster our team and encourage you to apply, even if you feel your qualifications do not fully meet all the job criteria outlined in our advertisement. Furthermore, we are dedicated to ensuring our recruitment process is inclusive for all individuals. We are prepared to accommodate reasonable adjustments for applicants as needed. If you require assistance or adjustments to participate in the job application or interview process, please contact me.