MAIN OBJECTIVES
• To effectively undertake a fully comprehensive administrative role in support of Communications and New Nuclear Development
• To provide full secretarial services and support to the Head of Communications and Head of New Nuclear Development
• To provide administrative and secretarial support to other team members when required
KEY RESPONSIBILITIES
• Responsible for the organisation and administration of all activities relating to HoC and HoNND
• Organisation and advance preparation of all necessary documentation in support of each managerial meeting
• Full diary management (via Outlook) – scheduling/organising appointments/travel/accommodation/ itineraries for HoC and Honnd
• Maintaining department electronic filing systems on Microsoft Outlook and Company drives/folders in line with Business Services Department standards
• Personal filing (electronic/manual)
• E-mail management including flagging up key items, diverting emails to other team members when required, regular e-mail filing
• Full organisation and co-ordination of departmental meetings and provision of administrative/secretarial support during meetings (from scheduling meetings/booking rooms/resources provision/agenda/minutes/document production/presentation production)
• Organisation of video conferences and teleconferences
• Production of documents/presentations/reports.
• Maintenance of department organisation charts
• Maintaining databases of annual leave/sickness of direct reports.
• Travel/accommodation bookings for team members when required
• Screening mail/calls and reassigning to other team members when appropriate
• Distribution of internal/external mail
• Completion and monitoring of expenses documentation
• Maintaining department stationery stock levels
KEY INTERFACES/RELATIONSHIPS
• Effectiveness in this role will require a close working relationship with both HoC and HoNND
• Liaison with direct reports and teams within the departments
• Liaison with other Directors/Managers/PAs as appropriate
• Liaison with other Directors/Managers/PAs and individuals across BE where required
QUALIFICATIONS REQUIRED
Relevant Administrative/Secretarial Qualifications at preferably HNC level
Excellent knowledge and use of Microsoft Office Systems and competent keyboarding skills/speed
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