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  • Job reference: RMS0099161

Secretary

  • Sector: Commercial
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 18/08/2011
  • Time left:
    d h m s
    (18/09/11)
This vacancy has now expired.
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The Company:
Our Client is one of the world's largest Oil and Gas companies. Their operations cover the entire energy chain, including oil exploration and production to trading, shipping and refining and marketing of petroleum products, as well as chemicals. Our Client has operations in over 130 countries and has more than 95,000 employees worldwide.

The Role:
• Provide an efficient and confidential secretarial service to team members including the typing and dispatch of letters, reports, minutes, faxes, memos and overhead material in an accurate and timely manner.
• Scanning and creating property boxes for all incoming correspondence.
• Distribution and logging of incoming mail.
• Update and maintain records, reports and databases, as appropriate.
• Generate standard reports from systems.
• Organise meetings, including booking of conference rooms, equipment and co-ordinating catering requirements (internally and externally).
• Answer telephone in a competent, courteous and efficient manner and ensure that calls are re-routed or that messages are passed on.
• Make travel and hotel arrangements during the absence of the Travel Co-ordinator (large amounts of travel).
• Process staff expense claims, training forms, holiday and self-certification forms in an accurate and timely manner.
• Create and release requisitions/service orders (during the absence of the Senior Secretary).
• Operate filing systems to ensure that all paperwork is properly maintained.
• As part of the Emergency Response Process ensure that any documentation pertaining to personnel is forwarded to HR as appropriate.
• Carry out photocopying/scanning as required.
• Assist in all other relevant secretarial duties as required.

Essential Skills / Qualifications:
• Qualified, as a minimum, at Higher Standard, and should ideally hold a recognised qualification in Secretarial Studies or another appropriate discipline.
• Ideally possess a minimum of 4 years secretarial experience, preferably within the oil and gas industry or a similar environment.
• Good written and oral communication, interpersonal skills are required along with a good common sense approach.
• Good prioritisation, time management and organisational skills.
• Strong keyboard/typing skills are essential and the job-holder is required to have competency in most standard office computer applications ie. word processing, spreadsheets and graphics.
• Ability to use DOCUK is essential.
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