Job Purpose
The role of the Team Secretary is to support the CEO and the wider management team to provide a high quality secretarial and organisational support service.
Main Responsibilities
· Providing PA support to the CEO for an extensive range of meetings. This will include taking dictation and minutes, preparing agendas, pre-meeting briefings and meeting papers, noting action points and following them up;
· Sorting, distributing and responding or drafting responses to incoming mail in a timely and efficient manner on behalf of the manager;
· Organising and maintaining effective filing systems;
· Typing and word-processing, proof reading of work to ensure that completed documents have been produced to an appropriately high standard;
· Diary management including coordinating and arranging meetings etc. using Calendar (electronic diary system). Following up where appropriate;
· Organising meetings, sending out meeting requests, liaising with parties involved;
· Travel arrangements for client meetings and invoicing or travel expenses;
· Updating client contacts, client lists and other mailing lists;
· Day to day administrative tasks to ensure smooth running of the office; dealing with service departments, organising photocopying etc. in timely fashion;
· Providing general administrative support to a growing team;
· Maintaining basic Excel Spread-sheets;
· Attending to emails, letters and telephone messages from clients and colleagues, and telephone liaison; answering calls on behalf of the team
Equal Opportunities
1. To ensure that all departments are provided within an anti-discriminatory framework and take account of such issues as race, gender, sexuality, disability, religion and age.
2. To carry out work in a manner which promotes equality of opportunity for both staff and clients.
Person Specification
· Good secretarial skills with a formal secretarial qualification;
· Good technical skills to include fast, accurate typing with experience of Windows based packages including Word, Excel, PowerPoint and Outlook;
· Reliable, flexible and helpful;
· Positive, professional attitude, and able to remain calm under pressure;
· Able to work on own initiative and be able to solve problems quickly and effectively;
· Good written and verbal communication skills;
· Good organisational skills and attention to detail;
· Team player, able to build goo d working relationships with colleagues;
· Able to work to deadlines, producing work in a timely and efficient manner;
· Excellent telephone manner and interpersonal skills to deal with a wide variety of people and clients;
· Experience of formatting documents and reports;
· Proven ability to work independently and make decisions
Understanding and commitment to the Club’s Equality Policy and ability to promote anti-discriminatory practice.
We are committed to the principle of equality and equal opportunities in employment. We will actively promote equality and equal opportunities in our business to ensure that individuals receive treatment that is fair and equitable and consistent with their relevant aptitudes, potential skills and abilities. Employees will be recruited and selected, promoted and trained on the basis of objective criteria.
West Ham United Foundation is an organisation committed to equality and safeguarding children and vulnerable adults. Positions that involve working with such groups are subject to safer recruitment protocols, including DBS Disclosure at enhanced level.
Due to the expected large number of applicants only those candidates called for interview will be contacted.
How to apply
To apply please email your CV with a covering letter and return e-mail address to hr@westhamunited.co.uk by Monday 11th April. Interviews will be held w/c 18th April.
Due to the expected large number of applicants only those candidates called for interview will be contacted.