Executive Secretary

Job summary/Purpose

The role of the Executive Secretary is to deliver an efficient, customer focused and professional Admin service to the Logistics and Manufacturing Directors. The successful candidate will work with the PA to the Group Manufacturing & Supply Chain Director and provide sickness and holiday cover.

They will also ensure all HR Admin and payroll processes are followed for Logistics and Manufacturing.

Primary Responsibilities

Support Manufacturing and Logistics Directors with the following:

• Managing meeting rooms, visitors and associated requirements that arise at TW Logistics and TW Manufacturing
• Booking accommodation, meeting rooms and venues, providing refreshments and arranging hospitality as necessary, including supplier events 
• Accessing and reviewing all correspondence including e-mails, sorting, prioritising and replying as necessary.
• Diary and travel management, for the Manufacturing Director and Logistics Director.
• Preparing reports, general correspondence, meeting agendas, minute taking, monitoring actions and producing presentations.
• Interaction and liaison with internal and external customers as necessary.
• Implementing and maintaining procedures and processes to improve service delivery to all key contacts. 
• General administration duties in support of the wider TWM and TWL teams

Maintain all staff personnel files in accordance with current HR procedures to include the following: 

• Monthly payroll updates (add new starters / leavers to HR system / monitor maternity / paternity leave / statutory recoveries / student loans / driving offences (speeding/parking fines) plus any other ad-hoc payroll requirements which may arise. 
• Scanning HR Files and all HR Documents onto individual employees’ electronic files onto the HR System (Success Factors)  
• Offer letters / employment contracts / new starter information packs. 
• Action HR procedures and follow them up afterwards.  Taking care of new starters and leavers, preparing offer packs and references.  Liaising with Line Managers to ensure a smooth entry/departure from the business. 
• Absence Management – Manage sickness on a weekly basis using an internal system and external Bupa system. Monitor and report all instances of staff absence – use a system to monitor trends and notify line managers where appropriate. Liaising with managers as and when required to follow up required paperwork. 
• Attend when required any Disciplinary / Grievance Meetings as note taker for HR / Line Manager. 

People Management

• Building and upholding effective working relationships with the BUMTs, Functional Heads as well as the wider Supply Chain team.
• Maintaining open and frank lines of communication between all internal/external customers.
• Providing responses to both verbal and written correspondence, in a timely and professional manner.

Location

• This role is based in our Peterborough location with very occasional travel when required including some overnight stays.

Experience, Qualifications, Technical Requirements

• Experience of working in a fast paced, corporate environment.
• Competent knowledge of Microsoft Word, Excel, PowerPoint, Outlook and other related software applications.
• Excellent organisational skills and attention to detail.
•  Excellent note-taking skills.
•  Ability to prioritise, manage time effectively and work under pressure to meet tight deadlines.
•  Professional and able to build effective working relationships.
•  Ability to work under pressure and demonstrate complete confidentiality.
• Comfortable working independently and able to travel when required.

Inclusivity Statement

As a proud Disability Confident Employer, Taylor Wimpey is committed to creating a diverse and inclusive workforce. We actively collaborate with individuals who have disabilities and long-term health conditions which have an effect on their ability to do normal daily activities, ensuring that barriers are eliminated when it comes to employment opportunities. In line with our commitment, we guarantee an interview to applicants who declare to us during the application process that they have a disability and meet the minimum requirements for the role. Join us in building a truly diverse and empowered team.