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  • Job reference: RMS0181933

Secretary

  • Sector: Administration
  • Location: London
  • Job type: Contract
  • Date posted: 04/07/2017
  • Duration: 10-12 months
  • Time left:
    d h m s
    (01/08/17)
This vacancy has now expired.

The Role:
Fircroft are seeking a Secretary for a contract position with an Oil & Gas company within London

Duration: 10-12 months
Location: London (central)
Monthly Salary: TBC

The incumbent of this role will provide administrative support to the London based E&P team
Responsibilities include:
meeting and greeting visitors;
liaising with international offices and contacts to arrange meeting, conferences and travel;
processing and keeping track of visas for UK & international staff and consultants;
providing and requesting letter of invitation and company business letter
processing invoices - Airplus
processing passport renewals for E&P /HR staff if and when required
processing expenses for E&P team
making restaurant, hotel and taxi reservations;
arranging meetings (including video conferences)/ booking meeting rooms
typing letters and reports, occasionally using audio equipment;
liaising with Reception to ensure they are informed of all visitors to the office;
ensure office telephone/work mobile is answered quickly at all times, with clear concise messages being taken and passed onto the relevant member of staff;
archive/ box file any necessary documentation;
ensuring databases are updated;
producing general correspondence as required.
Visa application processing
Maintaining Passport/Visa expiry tracker
Ensuring all E&P Staff have spare passport photos in case of urgent visa application
Ad-hoc printing and binding for E&P department
Creating temporary Wi-Fi access/entry passes for visitors/contractors
Weekly crisis management email send out
Arranging appointments for Yellow Fever vaccinations
organising cars for airport transfers for staff/contractors
organising cash advance for E&P team when needed for travel
Occasionally being on call out of office hours in case of travel emergencies

SKILL SETS
Good verbal and written communication skills;
good organisational and administrative skills;
ability to work effectively under pressure and prioritise workload;
excellent computer skills with 60+ wpm;
pleasant telephone manner;
ability to get things organised;
excellent attention to detail;
ability to ensure a good understanding of any instructions given;
confidence to clarify instructions received;
a second language is advantageous.

KEY COMPETENCIES
Service Excellence:
Listens to others and gives the highest priority to other's needs/satisfaction whether internal or external.
Achievement & Results:
Delivers every time to high standards - time, quality, efficiency and value.
Planning & Organising:
Schedules and manages his/her workload and that of others.
Communication & Influence:
Communicates in an open, candid, complete and consistent manner; gets messages across clearly in a way that others can understand.

Essential Skills / Qualifications:
EDUCATION & EXPERIENCE REQUIREMENTS
Educated to A-level standard (or equivalent), as a minimum requirement
minimum grade C at GSCE (or equivalent) in English and Maths
diploma (or equivalent) in secretarial skills - desirable.

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

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