Secretary/ Admin Assistant

Secretary/ Admin Assistant
Temporary - 2 Months (with possible extension)
Immediate start

Our public sector client is urgently recruiting for an experienced Secretary/Admin Assistant to join their team on an initial 2 month temporary basis with possibility for extension beyond this date. The position is based in Dundee, working full-time Monday to Friday from 8am-4pm and with an hourly rate of £11.10.

As a Secretary/Admin Assistant you will be providing comprehensive secretarial and admin support including minute taking, diary management and support for Property Senior Managers and their teams. The post holder must have strong data entry and accuracy skills as you will input data into electronic payroll rostering system (SSTS) for weekly and monthly wages to deadlines. The successful candidate will not be responsible for processing of payroll, simply entering in payroll information to electronic systems therefore you do not need to have had previous experience in processing payroll, however an understanding of payroll is desirable.

Roles and Responsibilities
Provide a comprehensive secretarial and administrative service including diary management of the senior managers, typing, scanning, filing and the composition of letters.
Take minutes at departmental meetings and type up for approval.
Maintaining and updating of personnel records held within the department.
Organise departmental meetings, including venues, attendees and catering requirements.
Provide full reception cover and responsible for booking contractors in/out including control of keys and badges and problem solving to assist in dealing with queries.
Undertake Contractor Inductions and co-ordinate Inductions including running PowerPoint presentation, creating badges, providing additional verbal instructions to Contractors.
Responsible for daily recording of calls from Contractor Line and recording on spreadsheet.
Responsible for stock control to ensure adequate resources are available timeously each month via PECOS.
Participate in regular internal and external quality audits as requested by Quality Manager.
First point of contact for fire alarms and medical gas alarm, inform appropriate staff member to assist.
Organise travel (car hire/rail/accommodation) for Managers and staff, as required.
Screen and process all internal and external correspondence to the Senior Management Team and other staff and appropriately prioritise responses.
Deal with team's incoming and outgoing mail where appropriate.
Generate SSTS BOXI reports and return to work paperwork.
Compose weekly and monthly pay returns via manual copies or SSTS.
Deal with wage queries from staff.
Calculate, record and collate all types of leave for staff to ensure that accurate records are maintained.
Collate and record claims for Emergency Duty Allowances, mileage, overtime.
Record and return absence management spreadsheet to HR on a monthly basis.
Generate paperwork for new starts in maintenance teams i.e. advising SSTS of roster placement, Active Directory permissions, amending and maintaining staff lists/organisational chart.
Generate paperwork for exit interviews, organise retiral presentations and collections.
Extract and collate information weekly from Microbiology for water samples to spreadsheet and compose letter.
Essential Criteria
SVQ Level 3 Secretarial or Administration and/or previous secretarial experience in a busy office setting.
Good typing skills and working knowledge of Microsoft Office packages, especially Excel and Word.
Good interpersonal and communication skills including written, verbal and listening
Flexible in approach
Excellent data input and accuracy skills
Ability to produce accurate reports and documentation
Experience in organising and prioritising own workload and completing to high standards within deadlines.
Minute taking experience.
Previous experience of electronic payroll rostering with training provided.
Diary management/input on behalf of others.
To be considered for this role, please apply online now with your up-to-date CV
Dundee, United Kingdom, gb
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