Executive Secretary

Description

• 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
• Maintain all staff personnel files in accordance with current HR procedures to include the following: -
• Maintain staff and Directors’ holiday charts
• Multi-tasking to ensure compliance with office procedures and controls.
• 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.
• Attend when required any Disciplinary / Grievance Meetings as note taker for HR / Line Manager.
• 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.
• Telephone liaison and message taking at all levels
• Oversee the smooth running of reception.
• Ensure that standard weekly / monthly processes are completed in good time.
• Attend meetings, as required by the Managing Director as minute taker.
• Maintenance of records and filing.
• Ensure Managing Director has appropriate documents for meetings / visits etc.
• Company cars – maintain records for all Company car users, order replacement/hire vehicles, maintain P46 tax records for Company car users.
• To oversee the effective practical operation of the Taylor Wimpey regional office.
• 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.

Requirements

• 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
• Competent PC skills, including MS Word, Excel, Outlook, PowerPoint
• Ability to work under pressure and demonstrate complete confidentiality
• Excellent telephone manner is essential

Benefits

• Travel arrangements

Training + Development

Interview process

Visa Sponsorship

Security clearance