New Job Personal Assistant/Secretary - OX/ZE/463258 Industry: Admin and Secretarial Job Type: Temporary Location: Oxford, England Salary: £22000 - £27000 per annum PA/Office Administrator: *Provide Head Office reception services and be the first point of contact, including responding to emails and telephone enquiries and greeting visitors to site *Be responsible for facilitating a busy schedule of business and Board meetings, including managing calendars, preparation and dispatch of agendas and papers, arranging venues, taking minutes at meetings and carrying out follow-up work *Maintain effective document management and electronic file storage structure, including creating templates and monitoring and reacting to review and expiry dates *Responsible for the management and upkeep of all office facilities *Diary Management; Organising/arranging meetings, lunches, appointments etc., on behalf of the CEO and keeping the diary (both paper & electronic) up to date at all times *Travel; arranging travel where necessary for the CEO and staff *Responsible for ordering stationary and other provisions required for the office *Assist in the arrangements of any company events organised, either for third parties or staff *Opening, dealing with/distributing post as necessary *Maintain holiday requests for all staff *Maintaining Companies CRM database *Maintaining up to date filing systems, including data management in the form of archiving and retrieval of files so that documents can be found quickly and easily when required *Ad-hoc secretarial and administration duties to ensure the smooth running of the office at all times *Providing general IT support (e.g. taking on software administrator level tasks) and being the point of contact with IT service providers to quickly resolve operational issues *Administer financial processes including purchasing, invoicing, payments and expenses under the guidance of the Finance Director *Matching, batching and coding of invoices *Processing expenses *Ensure entries onto the purchase ledger system are accurate *Bank reconciliations *Expenses; Completing company credit cards expenses Experience required: *Previous experience in a similar administrative role with a successful track record of delivering complex administrative activities *Excellent team-working skills with the ability to interact and communicate effectively with professionals from backgrounds including scientific, marketing, clinical and regulatory *Strong oral and written communication skills with the ability to present a professional face of the business and produce clear high level documents *Proficient in Microsoft Office (Word, Outlook, Excel & PowerPoint) *Sage Line 50 *Confident in the use of technology with sufficient knowledge to drive work with IT specialists Key personal skills and abilities: *Able to demonstrate confidentiality and personal integrity in all aspects of work *Excellent written and verbal communication skills to facilitate technical reporting and data presentation both within and outside the business *Methodical approach with meticulous record keeping and attention to detail and quality *Excellent interpersonal and organisational skills with the ability to use own initiative and work with limited supervision *Ability to research and seek new opportunities and contribute positively to the companys business strategy *Excellent team worker with equal ability to work alone *Proven ability to prioritise, plan ahead and manage a high volume of work to meet deadlines, both prescribed and self-imposed *Willingness to learn new skills *Excellent level of numeracy and literacy, demonstrated through experience
Posted on: Thu, 30 Oct 2014 12:37:41 +0000
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