Personal Secretary Duties:

· Provide secretarial services to the Assistant Director and Senior Managers (Financial Accounting & Governance).

· Provide administrative/secretarial support within the Central Admin Function and to other members of staff within the Directorate as required.

· Arrange meetings and provide administrative support at meetings including minute taking and issuing of relevant documentation.

· Organise and maintain relevant diaries /schedules.

· Establish and maintain filing systems to meet the needs of the Department.

· Manage a brought forward system.

· Undertake any other duties as assigned by Assistant Director/Senior Managers/Central Admin Manager to ensure the needs of the directorate are met.

Reception:

· Greet and welcome visitors to the building, directing them as appropriate.

· Report all work requests for the building through the Estates Action desk, keeping appropriate records and providing monthly and ad hoc reports as required. Follow up on outstanding requests.

· Monitor and maintain stock levels for the directorate, reordering as required via the E-proc system.

· Collect cash from the coffee machines on a weekly basis.

· Check and sign for deliveries before informing the relevant member of staff of their arrival.

· Collate and update circulation lists on a regular basis.

· Provide logistical support to meetings held in the building to include preparation of meeting and audit rooms and assist in arrangements for catering provisions.

· Responsible for fire records and daily fire checks.

· Process and distribute all incoming mail and prepare outgoing mail as required.

· Participate in training appropriate to the duties of the post.