Secretary for Head of Service

Venesky-Brown’s client, a public sector organisation in Hamilton, is currently looking to recruit a Secretary for Head of Service for a contract up to 6 months on a rate of £16.07/hour PAYE.

Responsibilities

• To provide a full range of secretarial and administrative support functions, including digital meeting coordination, minute taking and action tracking on behalf of the Head of Service.
• Responsible for preparing, formatting and quality checking reports, papers, briefings and correspondence using appropriate systems and templates, ensuring accuracy, accessibility, version control and compliance with agreed procedures, processes and timescales.
• To assist the Head of Service with effective time and information management by replying to routine correspondence and prioritising and redirecting enquiries through appropriate channels, and ensuring matters are escalated or allocated to the appropriate officer in a timely manner.
• To organise and manage Head of Service diary, schedule meetings coordinate papers and attendance, arrange travel or accommodation where required, and provide regular updates on priorities, deadlines and commitments.
• Undertake final drafting, formatting and quality assurance of papers, briefings and correspondence, ensuring documents are accurate, accessible, appropriately stored and shared through approved systems.
• Manage and maintain electronic filing, records and information management systems in line with procedures, ensuring information is accurate, secure, easy to retrieve and retained appropriately; coordinate office supplies and hospitality arrangements where required.
• Liaise professionally with elected members, chief officials, internal and external customers, stakeholders and public bodies, using appropriate communication channels and systems to support responsive, accessible and effective service provision.