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To assist in the daily running of the office for one day a week on a Friday when the PA is out of the office. This will involve completing duties allocated in a handover list from the PA as well as tasks allocated on an as required basis by the Directors. This role will be for 1 day a week only and is due to start in April 2014. MAIN RESPONSIBILITIES OF JOB Support to Directors 1 Deal appropriately with all incoming and outgoing communications. 2 Arrange meetings, conference calls and other events. 3 Maintain diaries as appropriate, including the organisation of appointments and related communications. 4 Organise travel itineraries and bookings for meetings to be attended by the Directors. 5 Prepare draft letters, minutes, documents and tables on both Word and Excel, which may be of a highly confidential and sensitive nature. 6 Co-ordinate meeting arrangements and schedules involving large professional teams. 7 Co-ordinate the production of Board papers and other meeting papers as required. 8 Prepare handover list for the PA to the Directors. General Administrative Duties 1 Open and sort the post daily. 2 Produce high quality Word documents including letters, memos and minutes. 3 Prepare simple Excel spreadsheets. 4 Maintain effective and up-to-date systems for filing. 5 Maintain contact database systems. 6 Ensure the smooth running of the IT system in liaison with external IT support, to include ensuring that all phone and computer technology is functioning and synchronising. 7 Monitor, order and store all stationery items for the office. Before applying please be sure to read our Job Pack here (opens in a new window). Based in Chichester with free parking spaces included. This job description is subject to review on a regular basis and may be changed in consultation with the postholder.
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