Securities
Secretary

Job Title: Secretary,  Securities

Reports to: Director of  Securities

Salary Band: Band 3 (£22,222 - £33,909)

Main Duties

• Provide a full and confidential secretarial service, producing work to a consistently high quality, scheduling appointments, screening telephone calls and personal callers;

• Preparing and signing routine correspondence and ensuring that both copy and audio typing is produced accurately and efficiently;

• Prepare agendas, circulate papers and take minutes of meetings, recording action points and following up where necessary;

• Read conference papers, advising Director of any actions required. Undertake initial completion of questionnaires or pass to appropriate member of staff for initial completion, then monitor return to conference organiser.  Prepare conference packs and pass to director in sufficient time for preparation.

• Act as a point of liaison between members of the Securities Division, staff, corporate bodies and associations etc. to arrange meetings, and to gather, collate and relay information;

• Provide cover for Reception when required, including operating the switchboard and receiving visitors to the Commission;

• Arrange travel and hotel accommodation for staff on business trips or attending conferences in accordance with the Commission’s travel guidelines, using the internet and travel agents.  Register staff members as conference delegates, and on training courses as required;

• Maintain electronic and manual filing in line with internal procedures;

• Provide cover in the absence of other secretaries in the Commission;

• Carry out other agreed duties as required.

Key Success Factors:

• Complete agreed turn around of documents to specific timescales;

• Ensure effective diary management for the director;

• Ensure filing is kept up-to-date at all times

Experience and Qualifications:

Professional qualification:
Minimum of 5 GCSEs, ideally with a secretarial qualification such as Intermediate Level GNVQ.

Industry experience required:
More than 5 years experience within the same or similar sector with specific experience of office procedures and organisational processes.  A familiarity with finance industry terminology is desirable.

Other experience required:
Experience of audio and copy typing is required. 

Key Competencies:

• Complex diary management ;
• Meeting and event organisation;
• Audio and copy typing speed minimum of 55wpm;
• Telephone screening and call handling;
• Specifically Word and Excel to a minimum of Intermediate level;
• Time management skills;
• Minutes of meetings;
• Proof reading skills;
• Managing travel and other events;
• Navigating the internet;
• Relationship building;
• Stay calm and focused under pressure;
• Attention to detail;
• Use own initiative;
• Team working;
• Flexible and adaptable work style;
• Proactively communicate with others.

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