Job Title: /

Land & Planning/Technical Secretary -

Maternity Cover – S/Date: Monday 29 June 15 – Friday 27 May 2016

Business: / Taylor Wimpey West London
Location: / Hook, Hampshire
Reports to: /

Land & Planning Director & Technical Director

Overall Purpose

To provide secretarial and administrative support to the Land & Planning Director, Technical Director, a team of Design & Planning Executives, Technical Co-Ordinators, Engineers and Land Managers. The job has a key role managing the smooth running of the department.
General duties:
  • Responsibility for maintaining filing system and archiving for the department and the director(s)
  • Keeping office tidy and orderly
  • Sorting and distributing the department’s post, prioritising and ensuring anything requiring urgent action is brought to attention
  • Accessing and Reviewing Director’s e-mails, sorting, prioritising and replying as necessary
  • Typing, copying and distributing correspondence, minutes and reports
  • Diary Management for the director(s) and department(s), booking meeting rooms and venues, providing refreshments and arranging hospitality as necessary
  • Answering the telephone for the department(s), screening calls and feeding through to the correct person or taking messages as necessary
  • Updating and maintaining the contacts list, consultants and agents database
  • Arranging Internal and External meetings
  • Providing reception cover when required
  • Recording Departmental Holiday and Sickness Records
  • Ordering Stationery via reception
  • Be on hand to provide support and assistance to other departments and secretaries as required by the Executive Secretary
  • Printing drawings as required.

Specific Duties Particular to the role of Land, Planning & Technical Secretary
  • To ensure prompt and accurate payment of departmental invoices- to log and process all invoices for both Land & Technical.
  • Raise requisitions on COINs – liaising with Technical/ Land/ Commercial
  • Maintain fee schedules for all live/ future sites.
  • Maintain a TW Framework and PI excel sheet, raise/ process new frameworks if needed.
  • Printing NHBC Technical Conditions reports and updating ‘Planning Conditions’ folder ahead of Board Meetings
  • Process expenses
  • Setting up new Supplier Requests for new consultants
  • To establish and maintain a good working relationship with all consultants, Local Authorities, Partners, concerned residents and other departments
  • Co-ordinate Events and Hospitality for external consultants.
  • Training Co-ordinator for department. This will include the booking, updating of individual training logs, and maintaining training information.

Skills and Experience required

  • Proven administrative /secretarial experience
  • Typing speed of minimum 50 wpm
  • Knowledge of Microsoft Word, Excel and Outlook and related software applications
  • Excellent organisational skills and accuracy
  • Ability to prioritise and manage time effectively
  • Ability to work under pressure and to deadlines
  • Confident with telephone work
  • Ability to multi-task
  • Professional and able to deal with external consultants politely and to build effective working relationships
  • First class communication skills, written and verbal

Personal Specification

  • Have a “Can Do” attitude and motivation to work in a team to achieve company goals
  • Flexible and co-operative attitude towards work
  • Friendly, polite and enthusiastic and with a sense of humour
  • Neat and conscientious in their work
  • Customer focused

Please apply to Margo Jordan, Executive Secretary by no later than Friday 22 May 2015.