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Posted: 93 days ago   Expired

Administration Assistant

Salary: £14

Location: Havant

Job type: Permanent

Category: Administration

Online Diary Management - Extensive knowledge and experience required of MS Outlook. Book Meetings / Events - The setting up of meetings, varying from individual/departmental meetings to large conferences. Book Travel / Accommodation / Hire Cars - Through company-approved travel arrangers, make arrangements for managers and, time permitting, department personnel. Produce itineraries for periods of travel and complete expense claims. Telephone Cover - Provide professional telephone cover, including answering managers' calls when required. Visitors - book in visitors, in-line with security requirements. Ensure appropriate equipment and facilities are working and ready for use. Greet visitors at Reception and escort to appropriate meeting room/office. Order Refreshments - via on-site caterers. Stationery Supplies - Ensure stationery cupboards have adequate stock and are not open to abuse. Filing - Organise filing systems and keep information updated. New Starter Assistance - Follow processes for assisting new starters, i.e. Name cards, Introductions, Tours, Security, Health & Safety, Training and IT. General Department Support - Assist other members of the department as required and appropriate. Policies & Procedures - Comply with all company policies and procedures. Conference Room Supervision - Perform conference room maintenance and daily checks, raising calls to report broken/missing equipment. Additional/Occasional Duties and Tasks Take meeting minutes if/when required. Keep a record of department vacation, as required by individual managers. Track department personnel changes for submission to organisation charts. Prepare presentations for meetings using MS PowerPoint®, Excel® and Word®, often at short notice. Attendance at meetings may also be required. Type employee letters making sure standards of confidentiality are met. Other duties, subject to requirement: Purchase Orders, electronic document control, stationery ordering and purchase approvals


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