Project Secretary

To assist in achievement of business objectives by providing administrative support to Managers and allocated staff as required.

Project Secretary on allocated projects providing an efficient and high-quality service to the project and senior management team (i.e., Project Manager, Engineers, Estates Team, Planners, Site Finders):

1 | Support project teams with the preparation and distribution of core documentation – i.e., key review papers, sales packs, board reports, scoping reports, planning applications in line with Banks Group corporate style guidelines.

2 | Ensuring accuracy and precision of the contents produced.

3 | Effective follow through and record management for core documentation in liaison with the Project Manager and project teams. Electronic and hard copy filing in line with corporate guidelines. Up-dating various databases. Updating key team members as appropriate. Ensuring documents are accurately signed off in a timely manner. Ability to identify document discrepancies and liaise with the relevant team member to ensure these are rectified.

4 | Effective organisation of a variety of project meetings, taking minutes where appropriate. Circulating minutes and chasing action points via the Project Manager, ensuring key team members are invited.

5 | Arranging and attending exhibitions/drop-in sessions, which can run into the evening at varying locations depending upon project location (any location within Great Britain).

6 | Diary management of various meetings including internal and external; co-ordinating photo shoots and project key reviews etc.

7 | Set up and monitor allocated project mailboxes and operational report mailboxes.

Provide secretarial and administrative support to allocated managers:

1 | Handling, organising and prioritising correspondence (by post and e-mail).

2 | Provide IT support using Microsoft Office for correspondence, reports, spreadsheets, presentations, sharing data etc.

3 | Diary management (multiple diaries) – organise, manage and co-ordinate a wide variety of meetings, activities and events.

Provide support to other team members:

1 | Assisting colleagues with workload where necessary.

2 | Providing support for holiday cover.

3 | Travel to regional offices to provide cover / assistance (an overnight stay may be required). On occasion deliver documents to other offices.

4 | Attendance and quality of contribution at team meetings.

5 | Diary management – organise, manage and co-ordinate activities.

N/A

You will be joining an established team who work in a collaborative environment where a desire to work to high standards and share skills, knowledge and new ideas is encouraged.

ESSENTIAL:

• Educated to a high standard having GCSE (or equivalent) Maths and English.
• RSA (or equivalent) level II or a typing speed of 45wpm
• Must have a minimum of two years previous secretarial or administration experience
• Minute taking experience
• Excellent level of computer literacy in all Microsoft packages (Word, Teams. Excel, PowerPoint and outlook).
• Hold a full driving licence.
DESIRABLE:
• Working knowledge of Onedrive and Nitropro
• Previous experience of working in a project related environment would be an advantage.

PERSONAL QUALITIES/ COMPETENCIES:

• Professional, organised and systematic in approach; efficiently tackles challenges in an orderly and logical way
• A proactive and flexible team player
• Ability to multitask, hitting key deadlines as required. Ability to manage conflicting priorities in order to manage workflow without loss of composure, remaining calm under pressure
• A natural influencer with excellent communication and customer service skills
• Excellent attention to detail
• A commitment to customer service excellence
• Personable, organised and self-disciplined
• Ability to work quickly under pressure without supervision, in a safe, efficient and responsible manner
• A problem solver and results orientated
• A self-starter with initiative and self-motivation
• High degree of confidentiality

N/A

• Competitive annual salary
• Generous annual leave increasing with length of service, plus public holidays
• Company pension scheme
• Life assurance
• Discretionary annual bonus scheme
• Continuing professional development, including training opportunities
• Employee Assistance Programme
• Cycle to work scheme
• Access to Westfield Health scheme
• Health and wellbeing discount
• New car discounts with certain dealerships

The deadline for applications is 5 May 2023. Interview process comprises of first stage remote interview. Successful candidates will be invited for second stage face to face interview.

To apply, please send a CV and covering letter detailing your relevant experience to: Human Resources, The Banks Group, Inkerman House, St John’s Road, Meadowfield, Durham, DH7 8XL. For further information contact The Banks Group Human Resources Department on 0191 378 6100.

The Banks Group is committed to equality of opportunity.