Executive Secretary

Overview

Provide executive secretarial support to MD and manage regional office operations

Key Responsibilities

• inbox management
• office operations
• payroll processing
• document scanning
• absence tracking
• fleet management

Tasks

-Emails – Monitor Managing Director’s Inbox when away from the office e.g. site visits / annual leave. Manage emails and collate and deal with any urgent queries where appropriate. -To oversee the effective practical operation of the Taylor Wimpey regional office. -Ensure that standard weekly / monthly processes are completed in good time. -Attend when required any Disciplinary / Grievance Meetings as note taker for HR / Line Manager. -Maintain staff and Directors’ holiday charts -Company cars – maintain records for all Company car users, order replacement/hire vehicles, maintain P46 tax records for Company car users. -Scanning HR Files and all HR Documents onto individual employees’ electronic files on My HR Payroll system -Action HR procedures and follow them up afterwards. Taking care of new starters and leavers, preparing offer packs, contracts, references, etc.  Liaising with Line Managers to ensure a smooth entry/departure from the business. -Maintenance of records and filing. -Maintain all staff personnel files in accordance with current HR procedures to include the following: - -Absence Management – Manage sickness on a weekly basis using internal system and external Bupa system. Monitor and report all instances of staff absence – use BUPA system to monitor trends and notify line managers where appropriate. Liaising with Departmental secretaries as and when required to follow up required paperwork -Attend meetings, as required by the Managing Director as minute taker. -Monthly payroll updates (add new starters / leavers to payroll system / update fares allowances for site-based staff / monitor maternity/ paternity leave / statutory recoveries / student loans / driving offences (speeding/parking fines) plus any other ad-hoc payroll requirements which may arise. -Multi-tasking to ensure compliance with office procedures and controls. -Ensure Managing Director has appropriate documents for meetings / visits etc. -Telephone liaison and message taking at all levels -Oversee the smooth running of reception.

Requirements

• ms word
• excel
• outlook
• powerpoint
• administration
• confidentiality

What You Bring

-Ability to work under pressure and demonstrate complete confidentiality -Must have exceptional administrative and organisation skills, ability to multi-task and be able to prioritise workload -Must be able to work on own initiative and able to be extremely flexible with regards to daily work -Excellent telephone manner is essential -Competent PC skills, including MS Word, Excel, Outlook, PowerPoint

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Benefits

-Travel arrangements

About Taylor Wimpey

-One of the UK's leading residential developers, specializing in the construction and sale of new homes across the country, with operations across 22 regional businesses. -With a rich history dating back to the 19th century, the company has established itself as a prominent player in the British housing market. -Offers a diverse range of properties, from compact apartments to spacious family homes, catering to various budgets and lifestyle needs. -Innovative schemes such as the 'Own New Rate Reducer' provide competitive mortgage rates for both first-time buyers and existing homeowners, simplifying the path to purchasing a new home. -Operations extend beyond mere construction, encompassing land acquisition, planning, and development of entire neighborhoods, contributing to local infrastructure and amenities.

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