Administration and Secretarial Support
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| Job Type | Temporary / Contract |
| Location | Sandwich, Kent |
| Area | Kent, UK |
| Sector | Office Support |
| Salary | £13.00 to £17.00 per hour |
| Start Date | ASAP |
| Advertiser | Kim Williams |
| Telephone | 01372818299 |
| Job Ref | KW 12863 |
- Description
- Administration and Secretarial Support
** £13-17.00 p/hour ** Sandwich ** 23-month temporary contract ** weekly pay ** pension ** 33 days holiday per year **
Work pattern:
4 days per week – ideally 3 days on site/1-day WFH, but will consider fully remote for the right person
Working within the Vaccines and Early Development Clinical Operations team, you’ll be responsible for providing support to them, by performing a variety of clerical and administrative tasks to ensure the smooth and efficient operation of the department/function.
The role requires a high level of organisation and communication skills as well as the capacity to manage several tasks or requests simultaneously.
Responsibilities:
Working closely with other colleagues to coordinate workflow and completion of work within deadlines.
Ensures that administrative functions are carried out proficiently and completes quality work on a timely basis.
Supports the documentation, coordination, and filing of budgetary and financial issues required by the management team members as appropriate (travel expense reports, processing invoices/purchase orders via the in-house database, vendor invoices, resolving invoice issues, contractor timesheets, etc.) according to policy procedures as determined by the Finance Department.
Manages calendars (scheduling, accepting, declining & re-arranging conflicting appointments) in alignment with their priorities.
Responds to phone, email, and other communications as appropriate. Determines urgency and diplomatically field requests, providing and obtaining answers. Understands priorities and ensure that all matters are addressed in order of priority. Ability to change direction quickly and continue to handle issues effectively.
Displays excellent judgment as well as the ability to work with extremely confidential documents and information and excellent follow-up skills. Must handle confidential information with discretion.
Schedules and coordinates offsite and in-house meetings including ensuring meeting rooms and AV Equipment is reserved, catering is in place, etc. Proactively resolves meeting scheduling and meeting conflicts diplomatically. Organises business meals/books restaurants when needed.
Prepares documents for internal/external meetings (agendas and other meeting materials, printing, scanning, and any related preparation), takes/issues meeting minutes
Efficiently manages travel arrangements ensuring scheduling of transportation, hotel, car, etc. ensuring detailed itineraries are prepared, and expenses processed through PT&E. Maintains receipts and records. This includes Visa/passport applications.
Completes expense reports and performs AMEX reconciliation and issue resolution
Manages documents and maintains an inventory of electronic and hard copy files allowing for easy access and logical organisation. Maintains SharePoint and TEAMS.
Supports candidate interviews – organisation of interviews, production/distribution of the interview packets, etc.
Completes Cross-site Access Request/iVisitor including Badge Requests, visitor escort
Sends packages by Courier/FedEx (including pickup if needed)
Creates IT (Help Desk) ticket requests / GetService requests
Qualifications
Ability to handle multiple tasks with frequent tight deadlines, while also working well in team environments.
Attention to detail is required, along with solid verbal, written, and numerical skills.
Ability to work with accuracy and precision is necessary.
Independent, proactive, and self-motivated with strong organisational skills.
Ability to work under pressure, manage priorities, and be productive when working independently with minimal supervision. Attributes such as being innovative and working to progress the business will be important.
Ability to work with colleagues at all levels of the organisation and take direction from peers as needed, regardless of their level.
Strong ethical standards and the ability to show discretion with confidential information
Flexible and adaptable to change and to learn new skills as required
NB: Lloyd Recruitment Services would like to thank you for taking the time to apply to this vacancy. However, unfortunately due to a high number of applications, we are only able to respond to shortlisted applicants. If you have not heard from us within seven days, please assume that you have not been shortlisted on this occasion. However please do join our Facebook community, to be the first to see our new positions.
