The Team Secretary role provides comprehensive administrative secretarial support to the Project Teams and to the discipline Business Unit (BU) in the preparation and filing of reports, correspondence and presentations. Responsibilities
- Maintain and support the team in diary management
- Typing of letters, reports, proposals and general documentation using templates. Accurate presentation and editing of complex documents using knowledge of engineering terms
- Draft non-technical correspondence, creating spreadsheets for data collation, preparation of organograms using Visio and creating PowerPoint presentations using imported images and text in accordance with WSP templates as necessary.
- Manage the onward distribution of incoming documents ensuring WSP Document Control procedures have been followed and urgent matters are brought to the attention of the relevant personnel
- Maintain accurate records of outgoing documents/correspondence using the Project Correspondence Out (F7) Register
- Manage outgoing documents in particular the issuing of reports/drawings, ensuring WSP Document Control procedures have been followed, in particular the F5 Document/Drawing Issue Register
- Maintain accurate records of electronic filing with respect to the Bids and Marketing drive, ensuring WSP’s filing and referencing procedures are strictly adhered to so that traceability is maintained.
- Coordinate project team meetings, prepare agenda, attend meetings, take notes and type up using WSP templates and distribute to all parties concerned.
- Arrange internal/external meetings/conference calls as and when requested, ensuring all parties are notified promptly and equipment and meeting rooms booked.
- Handle telephone calls, taking messages as necessary and making calls as instructed to clients/external contacts in a professional and timely manner. Deal with any routine enquires and escalate appropriately as required
- Manage the supply of Business Cards for the team, liaising with the Admin Office with respect to the ordering of new Business Cards
- Work as part of a team to ensure project submission deadlines are met and provide cover during annual leave or sickness
- Give support with the training and development of junior employees and new starters as and when requested.
- Provide cover on reception as and when requested.
- Arrange travel and accommodation as and when requested ensuring that WSP ME Travel Policy is followed.
- Maintain confidentiality at all times and ensure any sensitive issues are dealt with appropriately
- Ensure that Health & Safety is embedded into all work practices in line with company policies
- Provide regular work status updates, including risks or concerns, to line manager
- Attend and contribute in team and project meetings as required
- Contribute to the delivery of the business unit strategy
- Support the companies approach to sustainability
- Ensure QMS and Project Lifecycle compliance across team and projects
- Complete accurate timesheets by set deadline
- Feedback on all business development opportunities Requirements
- Minimum of 1 years’ experience as a secretary working in a fast paced professional environment
- Experienced Microsoft Office user
- Relevant IT qualification
|
No comments :
Post a Comment