Team Secretary - FTC

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Description

Job Title:                     Team Secretary

Contract:                     12 month contract

Division:                      Beazley Shared Services

Reports To:                 As per Beazley’s organisation chart

Key Relationships:      Team members, brokers, support staff, other staff members, external clients and suppliers.

Job Summary:             To provide comprehensive secretarial and administration support

Key Responsibilities:

Team Support            

  • Provide complete and accurate administration service including: drafting / sending letters, memos, facsimiles, emails, as well as printing, scanning documents, file management, distributing departmental mail and dealing with routine correspondence and enquiries.

  • Act as first point of contact for both internal and external clients wishing to contact the team.

  • Arrange internal/external meetings including: booking meeting rooms/venues; booking & setting up telephone or video conferencing equipment and lunch/refreshment arrangements; liaising with training providers where necessary.

  • Co-ordinate travel arrangements.This includes booking flights, accommodation, producing itineraries, liaising with internal and external clients and arranging foreign currency and passport/visas where applicable.

  • Produce PowerPoint presentations for meetings and seminars.

  • Organise papers and reports for meetings.

  • Process expenses for team.

  • Provide diary management support for the team as appropriate, including: acceptances/declines for meeting requests, act as “gatekeeper” to meeting requests, ensuring adequate preparation and travel time is allotted.

  • Provide a time management service for the team to ensure effective use of their time.

  • Meet and greet visitors.

  • Minuting meetings

  • Order/maintain office supplies as appropriate.

  • Maintain absence, attendance and annual leave reports where required.

  • Take the initiative to identify and resolve problems as they arise to facilitate the smooth running of the team.

  • Assist other members of the team when required.

  • Manage ad hoc tasks/projects as requested by the team.

General

  • Undertake any other reasonable duties /ad hoc reports as may be requested.

  • Participate in cross-team and intra-team projects as required.

At Beazley we are committed to doing the right thing because it is the right thing to do.  It is important that within all your interactions both internally and externally you adhere to this principle through adoption of Beazley’s core values and behaviours – PIED and Being Beazley.  

  • Adopt the Beazley culture of Professionalism, Integrity, Effectiveness and Dynamic that contributes to an internal environment of teamwork and promote a positive brand image and experience to our external customers.

  • Comply with Beazley procedures, policies and regulations including the code of conduct.  Undertake training on Beazley policies and procedures as delivered by your line manager, the Talent Management development or assurance teams (compliance, risk, internal audit) either directly, via e-learning or the learning management system.

  • Display business ethics that uphold the interests of all our customers.

  • Ensure all interactions with customers are focused on delivering a fair outcome, including having the right products for their needs.

  • Comply with any specific responsibilities necessary for your role as outlined by your line manager, the Talent Management or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas.  This may include, amongst others, Beazley’s underwriting control standards, Beazley’s claims control standards, other Beazley standards and customer relationship management.

  • Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system.  These may include membership of any Beazley committees or working groups.

Personal Specification:

Education and Qualifications

  • Educated to ‘A’ level/High School graduate or equivalent

  • Professional secretarial qualifications desirable

Skills and Abilities

  • Strong communication skills, both verbal and written

  • Advanced in all Microsoft Office programs.Access skills are advantageous but not essential

  • Motivational skills

  • The ability to manage time, meet deadlines and prioritise

  • Excellent understanding of organisational processes

  • Accurate and numerate

Knowledge and Experience

  • Proven secretarial / administration experience

  • Experience of arranging complex travel plans and itineraries

  • Experience of working with people across multiple locations

Aptitude and Disposition

  • Outcome focussed, self-motivated, flexible and enthusiastic

  • Professional approach to successfully interact with managers/colleagues and external suppliers

  • Team player as well as the ability to use own initiative

  • Proactive

Competencies

  • Concern for quality

  • Information seeking

  • Customer focus

  • Team working

  • Initiative

  • Problem solving

  • Time management

  • Relationship building

  • Communication skills

  • Detail orientated





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