Company Secretary Administrator

Location

Eastbourne, East Sussex | United Kingdom

Job description

We reserve the right to close any of our vacancies early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

Ref: HO01-57

Summary

• Location: Eastbourne Head Office
• Salary: Commensurate with skills and responsibilities
• Department: Head Office Administration
• Driver Licence Required: No
• Working Hours: Monday to Friday (Flexible – 15 hours over 5 days)

Description

MAIN PURPOSE OF JOB:

To ensure the efficient and professional provision of secretarial and administrative services to the Company Secretary, and to assist HR Department as required.

1.      MAIN WORKING RELATIONSHIPS:

1.1    ACCOUNTABLE TO:

Director/Company Secretary

Supervised by HR Business Partners

1. RELATIONSHIP WITH:

Company Secretary

Human Resources

Head Office staff

Other Company managers and staff

Company’s solicitors, insurers and other advisors

Insurance broker

Customers – internal and external

Insurance company  

Suppliers/potential suppliers

1. OBJECTIVES AND KEY TASKS:

To provide full secretarial and administrative support to the department including:-

• dealing with correspondence;

• dealing professionally and efficiently with telephone enquiries from branches, customers, third parties etc ensuring messages are passed on to the relevant person/department as quickly as possible;

• to follow up such calls as appropriate.

• keeping, filing and maintaining records of all correspondence both written and verbal;

• computerising records presently held manually and to keep spreadsheets up to date;

• compiling reports for Company Secretary and other Head Office staff and outside parties, ensuring high standards and quality of work at all times, maintaining confidentiality where necessary;

• maintaining records of accidents and dealings with insurance claims;

• to attend meetings as appropriate and take notes at such meetings as required;

• liaise with insurance providers and staff re insurance related queries and compile reports as appropriate;

• assisting with insurance renewal process;

• forwarding online vacancies to Managers in a timely manner;

• providing offer letters and contracts as required;

• minuting meetings as requested.

3.      OTHER DUTIES:

This list of duties is not exhaustive and other tasks and responsibilities will be required of the post holder as requested by senior Head Office staff.

1. CONFIDENTIALITY:

All information relating to customers and the business is to be treated confidentially in line with Company procedures.

1. HEALTH & SAFETY:

Caffyns has an obligation under the Health & Safety at Work Act 1974 to provide safe and healthy working conditions.  All employees are required to co-operate with management in discharging this responsibility and must take responsible care for the health and safety of themselves and others.

1. TERMS & CONDITIONS OF EMPLOYMENT:

Other terms and conditions are as reflected in the Contract of Employment and Company policies and procedures, as amended from time to time and as governed by statute.

(A job description is a written statement of essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfactory level of performance.  This is not intended to be a complete, detailed account of all aspects of the duties involved).

HR / Company Secretarial Administrator

05.03.2024

Caffyns plc

Person Specification

Company Secretarial Administrator

Eastbourne Head Office

Qualifications

Essential

Maths and English GCSE’s at Grade C or above (or equivalent)

Excellent Typing Skills

Desirable

Shorthand

Skills required

Essential

Attention to detail

Able to convey information clearly and concisely, whether verbal or written

Good telephone manner and interpersonal skills

Good numeracy & literacy skills

Good level of computer literacy, particularly with regard to Microsoft applications

Ability to provide reliable and accurate administrative support

Ability to organise and prioritise work effectively in order to meet deadlines and to maintain high standards at all times

Desirable

Skills gained from previous experience

Skills gained from working in the motor trade

Knowledge of databases

Insurance claims and administration

Personal Attributes

Essential

Have a smart appearance

Efficient and well organised

The ability to work calmly and effectively under pressure

An understanding of the need to maintain confidentiality

Flexible

Self-motivated and able to work effectively as part of a team

Interest in the work of the organisation

Company Secretarial Administrator

05.03.2024

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