Team Secretary

At St. Modwen, we're experts in creating thriving communities and we're excited to be recruiting for colleagues who are ready to build their future with us.

Job purpose

To provide excellent business partnering and professional support to team members as required

Key Accountabilities

Act as the first point of contact with internal and external stakeholders and to manage contacts, deal with
enquiries and queries (acting as the gate-keeper)
Provide comprehensive and confidential secretarial and administrative support
Ownership of diary management ensuring time is maximised ensuring appropriate forward planning of meetings and other documentation in alignment with the meeting schedule, ensuring that details of venues, directions, attendees and any other relevant information is organised and communicated as necessary
Booking and arranging travel, transport and accommodation
Collaborate with the PAs across the business ensuring all key business meetings are in the diary and the engagements run smoothly
Liaising with other team secretaries to ensure the smooth running of the team and office and ongoing effective communication
Organise and deal with correspondence, reallocating or dealing with as appropriate
Formatting and typing letters, presentations and other correspondence as required
Extensive email correspondence
Front of house for all visitors, where required
Arranging internal and external meetings and their relevant logistics, including room booking, setting up and
clearing away of meeting rooms, refreshments/lunches and document preparation
Review incoming expenses claims for alignment prior to approval
Answering telephones in a timely and affable manner, taking comprehensive messages when necessary
Providing support and cover to other PAs and secretaries in the office
Maintain knowledge and adhere to relevant Group Policies and Procedures, Legislation and Regulations

Experience, Skills and Knowledge required

• High degree of discretion, integrity and confidentiality, always prepared to do the right thing.
• High capability in MS Office including Word, PowerPoint, Outlook and Excel
• Strong organisational and administration capability, the aptitude to prioritise your own workload and ability to deliver to to tight timescales
• Collaborates with others, putting their own needs aside to create a shared sense of purpose.
• Good process skills and a drive to secure continuous improvements
• Engages collaboratively, working in a calm, professional manner when dealing with all stakeholders, both internal and external.
• Excellent and proven interpersonal skills with a friendly and approachable personality
• Proactive and flexible with a willingness to undertake new tasks readily
• Open, proactive and confident approach to work making decisions independently on a daily basis
• Excellent communication skills (written and oral) with the ability to work as part of a team.
• Able to foresee potential issues, problem solve and get buy-in from colleagues to get solutions quickly and effectively
• Secretarial qualification preferred, but not essential

We are committed to equality of opportunity for all employees and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships