Position title

Administrative Assistant

Skills

Ability to interpret information
Ability to deal sensitively and appropriately with confidential information
Ability to undertake routine calculations
Ability to take accurate and comprehensive notes / minutes at meetings
Ability to undertake research
Good attention to detail with proven ability to maintain accuracy
Considerable experience of Administration
Knowledge of general office practices and procedures
Experience of maintaining comprehensive records
Proven success of prioritising workload, time management and dealing with conflicting priorities

Experience

Excellent IT skills including Microsoft Office (Word, Excel, Outlook)
Ability to learn quickly
Good standard of numeracy and literacy – Level 2 English & Math

Description

Greeting visitors and telephone callers promptly and routing their enquiries efficiently and effectively.
Assist PA & senior managers with daily organisational tasks
Meet with visitors and assist with general support
Answer and direct phone calls
Plan meetings and take detailed minutes
Write and distribute email, correspondence memos, letters, faxes and forms
Assist in the preparation of regularly scheduled reports
Develop and maintain a filing system
Update and maintain office policies and procedures
Order office supplies and research new deals and suppliers
Maintain contact lists
Book travel arrangements where required
Provide general support to visitors
Act as the point of contact for internal and external clients
Order items required by clients as instructed by your Line Manager

Responsibilities

Screening all calls, establishing the caller and content of the call, as well as confirming exact contact details.
Ensuring telephone messages are conveyed promptly, accurately, efficiently, courteously and with discretion.
Ensuring visitors are welcomed with courtesy and in a professional manner.
Briefing visitors on the Emergency Procedures relevant to the head office building and making sure that access is only given to the appropriate area as determined by the Calber host.
Ensuring requests are dealt with in a timely manner and action is taken appropriately.
Custodian of employee attendance log book and visitors’ attendance log book.
Signatory on behalf of Calber for package/postal delivery to site.
Liaison with couriers regarding collection times, ensuring all documentation has been prepared in readiness.
Co-ordination of meeting room through the use of an Outlook Calendar
Responsibility for ensuring outgoing post meets collection deadlines.
Arranging meetings, ensuring that commitments and competing demands are efficiently managed and future needs anticipated, meeting all business priorities.
Ensuring the meeting room is cleared after meetings and at the end of the day.
Ensuring production of documents (for both internal and external circulation) is in line with Calber quality standards.
Ensuring all documents are recorded and handled in line with Calber security and information management guidelines.
Ensuring open liaison with all department managers to make them aware of any specific occurrences on site.
Start and end of day process including unlocking / locking Reception door, turning off lights and closing windows.