Act as a point of contact for the OE Team, liaising with colleagues and other stakeholders to ensure that effective working relationships are maintained and enhanced, and ensure effective dissemination of information. Maintain and update a variety of databases relevant to the OE Team. Provide accurate, well-presented word processing documents using Microsoft Office packages, e.g., Word, Excel, Access, and PowerPoint.
Utilise the intranet and internet to locate documents and information required. Diary Management, including: Arrange and organise meetings to provide continuity and effective use of time. Use judgement to make amendments to the diaries on matters of importance and urgency. Monitor the day-to-day activities of the team, thereby giving an indication to others of their availability.
Maintain brought forward systems. Process incoming correspondence, initiating action for and on behalf of the OE Team. Draft routine business correspondence on behalf of others. Receive communications, screen messages and requests, and decide upon the appropriate course of action, with particular reference to items of a sensitive or confidential nature. Coordinate meetings and events as required.
Ensure the availability and setup of tech and equipment (projector/laptop) if necessary. Prepare and issue agendas and associated papers for meetings. Minute meetings and undertake any follow-up enquiries and actions as directed. Ensure minutes are completed within agreed timescales to ensure all information is readily available.
Ensure effective follow-up of actions from meetings through liaising with members of the team and other organisations as appropriate. Assist in the preparation and production of reports and presentation packages to a professional standard. Support the organisation of conferences, seminars, and workshops as required. Plan and prioritise own workload to ensure deadlines can be met.
Maintain filing systems to ensure the effective retrieval of information. Assist with archiving of files and records as appropriate. Proactively develop and improve administrative processes, which will provide an effective service to the teams. Undertake, on an ad-hoc basis, a range of administrative tasks, including project work in support of the team.
Ensure all records are managed in accordance with Record Lifecycle Management policy, procedure, and process. Work on own initiative to maintain good office practice and standards to ensure the office and administration functions run smoothly and efficiently. Coordinate workload efficiently and effectively.
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