Location: United Arab Emirates (U.A.E)
Job Category: Clerical / Administrative
Ref #: AD–0169
PostedOn: 5/13/2009

Job Description:

– Provision of Administrative Support
– Effective diary management for the Executive Team and Heads of
– Service
– Preparation of correspondence, board reports, and presentation
– material from dictation, audiotape and manuscript
– Providing comprehensive support to meetings including producing
– agendas, preparation of papers, taking of minutes, and following up of
– any actions arising
– The maintenance of filing, bring forward and post log systems
– Establish effective working relationships with staff and other
– stakeholder/partnership organizations to ensure the effective conduct
– of the business
– Prepare briefing folders and make arrangements for conferences and
– meetings by booking rooms, equipment and refreshments
– Co–ordinate travel arrangements as necessary
– To exercise discretion and judgment whilst receiving telephone
– enquiries, email, fax and written correspondence, questions and
– complaints over the whole spectrum of the Group””s business from
– members of the public, staff, agencies and organizations
– Takes appropriate action in the absence and on behalf of the Executive
– Team and heads of service across the Group to ensure that work is
– actioned by appropriate staff in the required timescales
– Undertake appropriate projects when required by members of the
– Executive Team and Management Team
– Management of staff policies and internal HR issues where required

General

– Carry out research using the Internet and Intranet, and update the
– Intranet as required
– Order stationery and other necessary supplies and services
– Ensure that maximum use is made of information technology systems
– Ensure that Health and Safety procedures are observed at all times

– Develop and maintain a database of contact names, details and
– information material as required to ensure provision of an up–to–date
– and relevant service
– Work as a team player providing flexible cover within the Management
– Support Team across all offices within the Group when required
– To take responsibility for own personal development by updating
– knowledge on Companys business practices
– Carry out any other duties appropriate to this post, as necessary or
– requested
– Realize the benefits of a flexible approach to work in undertaking the
– duties and responsibilities of this job, together with involvement in
– project work
– To record annual leave, sickness and flexi records

Experience: 1 – 5 Years

Education: Bachelors Degree

Responsibilities:
To act as a flexible and pro–active member of the management support team
and to ensure the most cost effective use of time is achieved through the
provision of excellent secretarial and administrative support to the Executive
Team.

Skills:

– 4 GCSEs Grade C+ (including English Language)
– RSA II Typing/Word Processing (or equivalent knowledge and
– experience) Shorthand / audio–typing / recognized secretarial
– qualification
– Experience, Knowledge and Understanding
– Ability to assist with the production of Board/Committee papers
– Good standard of PC skills – window based word processing,
– spreadsheets and advanced database skills
– 2 years PA experience at senior level
– Positive, professional attitude with the ability to work under pressure and deal with stressful situations in a sensitive manner
– Job Related Skills
– Good communication skills, both oral and written
– Ability to plan, priorities and manage own workload
– Analytical and numerical skills
– Commitment to quality customer service
– Effective time management skills and good standards of personal
– organization
– Conscientious about completing work thoroughly
– Good layout and presentation of documents
– Good telephone manner
– Letter writing skills
– Ability to draft letters/memos and respond to routing correspondence on behalf of Executive and Management Team
– Able to work accurately with figures
– Experience of Audio Typing
– Knowledge of other Microsoft Applications
– Experience of email
– Personal Skills
– Self starter
–
–
– Flexible, reliable approach, willing to support colleagues
– Pro–active “can do attitude”
– Problem solving and decision making skills
– Ability to maintain confidentiality
–
– Other
–
– Understanding of, and commitment and ability to implement equal
– opportunities in practice
– Good attendance record
– This is an office–based role

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