Senior Secretary

Division
Redrow Homes Yorkshire
Department
Administration
Number of positions for this role
1
Location
Yorkshire Division
Summary

Job Purpose: To provide full secretarial support to the Divisional Managing/Regional Director and provide Human Resources Administration support to the respective Homes division under the guidance of the Human Resources Department at Group.

Scope: Based in their own office, the job holder will be providing secretarial support to the Divisional Managing/Regional Director and other Divisional Heads of Departments as specified and provide cover for other Director’s Secretaries, as appropriate, as well as being the Human Resources administrator for the respective Homes Division.

Key Responsibilities

1. Full secretarial support to the Divisional Managing/Regional Director. This

includes:-

• Plan and organise MD/RD’s work schedule to maximise their use of time,

allowing adequate time for meetings to ensure that their day runs smoothly

and they have achieved all they have planned to.

• Ensuring regular communication between yourself and the MD/RD, so that

both of you are aware of movements/plans, ensuring that both of you have

accurate information and your manager arrives promptly for meetings.

• Travel planning and booking accommodation as required.

• Handle all phone calls and mail, screening as appropriate to ensure MD/RD’s

time is used efficiently

• Ensure that the production of typing, including divisional Board Reports,

photocopying and faxing is accurately presented in a professional style and is

in line with company procedures

• Preparation of Powerpoint presentations

• Arrange meetings and seminars, ensuring as appropriate that participants

have all relevant papers in advance and ensuring specifically that the MD/RD

is well prepared for meetings.

• Taking minutes at meetings, transcribe and present back to attendees

accurately and in the appropriate format

• Ensure smooth running of Local Company Office administration and servicing

Divisional and Group requests as necessary.

• Hold Administration Meetings

• Organise Social Functions

• Manage and maintain an effective filing system, ensuring that filing is

completed on a regular basis, so all files are kept up to date and can easily

be accessed by Managing/Divisional Director.

2. Collate company information as required eg. Divisional Heads of Departments

whereabouts, Company telephone lists, sickness records, holiday records etc.

health and safety records.

3. Provide back-up secretarial support as required when other Secretaries are on

holiday.

4. As the HR Department’s contact, responsible for:-

• Ensuring file copies of the Divisional Personnel Manual are updated when

new information comes from the HR Department.

• Providing company management with appropriate HR forms as required from

the manual eg Starters, Leavers, Promotions.

• Entering applicant and employee details in the Human Resources

Computerised System and ensuring all data is up to date, e.g. with change

of addresses, change of personal details, sickness records, etc.

• HR administration duties include sending correct paperwork for starters and

leavers to HR, issuing annual holiday forms to all employees in the

respective Homes Division.

5. Responsible for all office administration, administration staff and office

maintenance.

6. Lead, motivate, communicate with, develop, appraise and performance manage

staff to ensure staff are fully motivated to achieve best performance to meet the

company’s needs.

7. Ensure familiarity with Redrow Group’s Health, Safety and Environmental

policies and comply with employee responsibilities.

8. At all times comply with company policies, procedures and instructions.

9. Implement new ideas and methods and continue to seek ways of both improving

contribution to the organisation’s goals and enhancing the reputation of the

company.

Closing Date
11/03/2019