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Departmental Secretary

Location: Paddington Shift: Full Time


16/01/2019, 23:55

Competitive + Benefits
Fixed term
Full Time
9 Month Fixed Term Contract

This is a great opportunity to join our Food Group and would suit an immediate starter. This is a fixed term contract role for a 9 month period.

In this role you will provide a comprehensive secretarial and administration service to support the Category/Area Head of Trading, Head of Product Development & Head of Technology.

Key accountabilities and measures

  • Diary Management for Heads of functions
  • Provision of a confidential and discreet service
  • Accurate, on-time and thorough information
  • Maintain excellent working relationships across all areas of the Business
  • Dealing with all levels of administration promptly and efficiently
  • Maintain an efficient operation dealing with a variety of tasks, often to short time scales and managing the running of the office. Reacting to change as required
  • Maintain a complex and wide ranging diary both internally and externally and liaising with others to ensure co-ordination. Ensure suitable facilities are available and briefing documents distributed as appropriate
  • Respond to queries from internal and external customers and resolve issues (by telephone, fax, email or face to face)
  • Develop a network of internal and external contacts to support the need of the manager
  • Act as first point of contact for the leadership team, to internal and external personnel, representing him / her as appropriate
  • Maintain a clear understanding of the Managers’ deadlines, priorities and objectives
  • Arrange detailed travel itineraries within policy
  • Filter mail and phone calls, and deal with as appropriate, requesting draft replies from Business Areas and following up where necessary
  • Maintaining a high level of confidentiality at all times
  • Deal with customer enquiries – letters, email and telephone calls – and liaise relevant areas for responses
  • Receive all visitors in a welcoming and confident manner
  • Working without supervision and making decisions based on own judgement where appropriate
  • Managing collation of information for store visits, and overseas travel
  • Produce accurate and well-formatted documentation
  • Set and maintain filing / bring forward systems. Maintain Distribution Lists (DL’s)
  • Assist in arranging group functions and events where appropriate
  • Continually ensure that personal behaviour reflects the visions and values of the Manager and Business
  • Meet agreed performance objectives and ways of working
  • Identify and progress areas for personal development

Key relationships and stakeholders

  • Head of Trading
  • Head of Product Development
  • Head of Technical
  • Trading Manager/Buyer
  • Supply Chain Manager (SCM)
  • Technical Manager/Technologist
  • Product Development Manager (PDM)/Product Developer

Key skills

  • Excellent Personal Assistant / Secretarial skills, including organisation and administration skills
  • People, networking skills, inside and outside the Company
  • MS Office including Outlook, Excel & Advanced PowerPoint / Presentation Packages
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